P

PB

PR

childca

.O. Box

PROBUS

ROC

L

The S C

are.sc.go1-8

100160

OVISINCED

evel

South CChild C

ov or abc800-262-• Colum

IDENESDUR

CarolinaCare Pr

cqualityc-4416

bia, SC

ER

SS

RES

a

rogram

care.org

29202-3

S

m

3160

TABLE OF CONTENTS

PAGE NUMBER

1. Provider Selection

1

2. Maximum Care Allowed

2

3. Absences

2

4. Payment

3

5. Provider Rate Changes

4

6. Client Fee

4

7. Client Transfer

5

8. Records

5

9. Changes to a Level C Provider Enrollment

6

10. Discontinuing Services to ABC Clients

8

11. Termination of a Providers Enrollment

8

12. Voluntary Termination by Provider

11

13. Re-Enrollment

11

14. Re-Enrollment Exceptions

11

15. Connecting Clients During Appeals

12

16. Report to ABC Control Center

12

17. Glossary of Terms

13

18. Absence Codes

16

These podocumenProgram. procedurepolicy andpayment. THE PROUNDERS

1. PR

Becofo

ThCoke Nead

Pa Thpr

A prch(R

IMPORTAnot beenproviders Center. CCenter th

olicies and prtation, and reUpon notific

es. Once notd procedure f

OVIDER MUSSTANDING O

ROVIDER SE

efore any proomplete the for payment.

• Level • Level

enrollm• Level • IRS Fo• IRS F

provid• Copy o

he provider montrol Centereyed.

ew forms shoddress, facility

arental Choiche ABC Progrovider of thei

new client orovider may child(ren), you Refer to secti

a. See a

b. Compform athe clmay rthe patime t DO NTHE RESP

ANT NOTE: T authorized. are unsure a

Care types maat the progra

rocedures weeporting systecation to provtified in writinfor the purpo

ST REVIEW TF WHAT IS R

ELECTION

ovider can be ollowing form

C Provider EC Provider

ment) C Provider Rorm W-9 orm Ltr. 147er uses SSNof SC Drivers

must review ar. Payment t

ould be compy or license ca

ce gram advocar choice.

r a client alrechoose you asshould: ion 7, Transf

at least one ac

plete, along wand mail to thient to their preceive the barent to obtao receive app

NOT SERVE ABC PROG

PONSIBLE FO

The provider A provider m

as to the careay be added m meets requ

INTRere developedem for the ABviders, the DSng, the providse defined. P

THESE PROCREQUIRED.

P

authorized tos in order to b

nrollment ForAgreement

ate Form

-C or 554 if . s’ License or S

all forms for to a provide

pleted if any iapacity, etc.

ates parental

eady receivings their child c

fer, for more

cceptable ID

with the clienthe ABC Contprogram and lue connectioin authorizati

proval before

THE CLIENTGRAM! IF OR PAYMEN

cannot accepmay be auth

e types for what the provid

uirements.

RODUCd as a guide BC Child CareSS, at its soleder shall be rProvider comp

CEDURES SO

PROCEDUR

o serve a cliebe enrolled a

rm (Must be c

provider uses

SC State ID,

accuracy, sigr cannot be

nformation re

l choice, and

g services at care provider.

detailed info

of the client to

t, the blue clietrol Center orinitiate the p

on card or faxon to begin sserving the c

T BEFORE RYOU DO,

NT.

pt a child for horized for fuhich they are aer’s request a

CTION

for the operae Program, he discretion, responsible fopliance will he

O THAT THE

RES

ent, as a Leveas a provider

completed e

s FEIN # or

if operating u

gn where appegin until the

egarding the

d clients are

t a provider, w. When a clie

ormation)

o ensure prop

ent connectior fax to 1-800ayment procex form from thservices to th

client.

RECEIVING WTHE ABC

a care type (ull-time care authorized, thand upon det

ating practiceereafter refermay amend

for compliancelp to ensure

EY WILL HAV

el C provider,in the ABC C

every three

copy of Soc

under a SSN.

plicable and ese forms a

provider’s fac

e responsible

who wants tont chooses y

per identificat

on card or cli0-310-5417, iess for that che ABC Conthe client. This

WRITTEN APROGRAM

(age group) fotype, but no

hey should catermination b

es of the payrred to as thethese policie

ce to the amee timely and p

VE AN

, the providerChild Care Pro

years from

ial Security c

return to theare approved

cility changes

e for selectin

o transfer to ayou to care fo

tion.

ent connection order to co

client. The protrol Center ors must be do

APPROVAL FWILL NOT

or which theyot half-time, eall the ABC Cby the ABC C

yment, e ABC s and ended proper

r must ogram

initial

card if

e ABC d and

s, i.e.,

ng the

a new r their

on fax onnect ovider r from one in

FROM T BE

y have etc. If

Control Control

c. UeTce

d. TtacTCSad

2. MAXIMU

Clients camay be fuof care is d

Note: Lescannot be

3. ABSEN

Each childauthorizedweeks of crated sharmust be dabsences

a.

b.

NOTabse

c.

EXAto keWedto attsche

Upon receipt eligible to recThe ABC Concomplied withestablished st

The provider, he connectionauthorization care. THIS IS THE PCLIENT BEFOSPECIAL NOauthorization discontinue bi

UM CARE AL

an receive up ll-time care, pdetermined a

ss than half-timused to pay t

CES

d is allowed d. The maximcare is authorre of allowabdocumented. and reason c

The ABC Prthe child haControl CenABC Controin order for t

If a child mand notify thmay bill for tdoes not retYou must inexpect paym

TE: If the chilences, the am

You should appropriate under the sFailure to reSVL being r

AMPLE: A pareep the child nesday or Frtend on the o

edule and agre

of the Conneceive servicesntrol Center transfer proc

tart date.

along with thn, mailed by tdate, provide

PROVIDER’SORE RECEIVIOTE: If the clie

is given, thelling.

LLOWED

to a maximupart-time or at client eligibi

me care may the same chil

a certain nuum allowablerized. If a chille absences If a child is

codes.)

rogram will paas exceeded nter with the pol Center musthe absences

isses 10 conhe ABC Controthe 10 consecurn, services ndicate on thment (pay unt

d does not rmount of over-

enter “0” for tabsence (ABervice dates ecord the totareturned to yo

rent may worhome on W

riday becauseother days, thee on an arra

ection card ors, and that thwill then authcedures) and

he client, willthe ABC Con

er billing rate,

S AUTHORIZANG THE AUTents fail to atte provider mu

um of 52 weea combinationlity.

be in conjunld care provid

umber of abse days a child ld is authorizebased on theabsent, a ze

ay the weeklythe allowab

provider receivst receive a ds to be waived

secutive dayol Center. If thcutive days of

will terminatehe SVL the ltil).

return on the payment will

the number oBS) code in th

box at the toal hours attenou and will de

k three 12-hoednesday an

e they don’t ney would be

angement with

r fax, the ABChe provider ishorize the pr make the ne

receive an “trol Center. Tclient fee, ca

ATION LETTEHORIZATIONtend the childust notify the

eks of care d of the two. T

ction with fullder.

sences basedcan be abse

ed for less thae number of wero must be

y rate for the le absences,ving written n

doctor’s statemd.

s without a whe child returnf absences ane on the Sunast date atte

11th day andbe deducted

of hours attendhe ABS code op of the SVLnded and/or tlay your paym

our shifts on Mnd Friday. Thormally attenconsidered ah the parent u

C Control Ces enrolled to srovider to serecessary “con

“AuthorizationThe letter will are type autho

ER. THE PROVN LETTER WITd care programe ABC Contro

uring any onThe number o

l or half-time

d on the numnt is 31 days,an 52 weeks weeks of serventered on t

child when a the child m

notification. If ment, prior to

waiver, the prns to the provind submit thosnday followingended (drop/t

d payment isfrom the prov

ded in the hobox. You will

L or in the drothe absence ment.

Monday, Tuese child would

nd on these dbsent. The pr

upon acceptin

enter will verifserve the carrve the clientnnection” in t

n/Connection include informorized and nu

VIDER MUSTTH THE APPRm for 10 consol Center on

e-year periodof weeks appr

care and may

mber of wee, which is alloof care, they

vice they recthe SVL. (Mu

absences occmay be termin

absences areo the effective

rovider must ider on the 11se days as abg the 10th contransfer) and

s rendered pavider’s check

ours box and ysee the abse

op down box reason code,

sday and Thud not be condays; howeverovider must ng the child.

fy that the clire type requet (if the clienhe system w

Letter” confimation such aumber of wee

T NOT SERVEROVED DATEsecutive days the 11th day

d of eligibilityroved and the

y be used alo

ks of care thocated only wy will receive aeive. All abseust indicate a

ur. However, nated by the e for an illnese termination

discontinue b1th day, the probsences. If thensecutive abs

the last date

ast the 10 da.

you must enteence reason c

if you are on, will result in

ursday, and dsidered abser, if the child discuss the c

ent is ested. nt has ith an

rming as the eks of

E THE E. s after y and

. This e type

one. It

hat is hen a pro- ences actual

once ABC

ss, the date,

billing ovider e child sence. e you

ays of

er the codes n-line. n your

decide ent on failed

child’s

4. PAYM

A.

B.

C.

MENT

Service VoThe ServicProgram uparticipatinchoose to To participcare providControl CeSVL.

The SVL (whom paymper child. children, reselect the longer atte

Initial ServWhen a clithat initial c

A new SVLlong as the

General P • Yo

• As(wab

• Yo

SVNO EXca

• Yo

• PaProtheab

• Threg

• If Yap

• If

paAmin

ucher Log (Sce Voucher Lsed to reque

ng in the ABreceive eithe

pate in the Oder in the ABenter at 1-800

(both paper ament is due, Child care p

ecord the actcorrect absennds the facilit

vice Voucherent selects aconnection ha

L is generateere are active

ayment Infor

ou must comp

s soon as youhole hours) osence in the A

ou must sign VL or submit yOTE: Your SVXAMPLE: If tnnot submit y

ou must keep

ayment is expogram receive SVL. Providout reimburse

e provider mgarding paym

a child misseou are requppropriate ab

you are not aid for that weBC Program

must contact nformation.

SVL) Log (SVL) is tst reimbursemC Child Car

er the paper vn-Line SVL s

BC Child Care0-262-4416 to

and On-line) any applicabl

providers aretual hours attnce code, anty.

r Log n enrolled ABas been made

ed with each pconnections

rmation

plete and send

u get the SVor, if absent,ABS code bo

and mail theyour SVL via tVL cannot be the week of 1your SVL prio

a copy of the

pected to takves the originders are requiement.

may call the Ament or transa

es an entire wuired to recobsence code i

able to care eek. The childwill not pay twthe ABC Co

the official pament of child e Program.

version of thesystem, the pe Program ano request the

is a pre-popule registration required to ended (total d insert a dro

BC child caree. The SVL’s

payment thatwhich have n

d in the SVL i

L, review it c, you must r

ox.

e original copthe On-line Ssubmitted pri10/03/11 thror to 10/09/11.

e submitted SV

e from 10 toal, completedred to wait un

ABC Controlctions that did

week, illness, ord “0” in thn the ABS co

for the childd may need towo child care

ontrol Center

ayment documcare serviceEnrolled ABC

e SVL or enroprovider mustnd must call tchange from

ulated documn fees, and th

verify on thhours) per daop/transfer an

e provider, thegenerate dur

t is made andnot paid to the

in order to be

carefully. Yourecord “0” an

py of the SVLSVL system. ior to the endough 10/09/1.

VL for your re

o 14 working d, signed SVntil after the 1

Center (1-8d not process

etc., you mayhe hour’s boode box on the

(ren) for an eo go to anoth

e providers foat 1-800-26

ment for the s provided toC Child Careoll in the On-lt be an activthe ABC Chilthe paper SV

ment that listshe weekly reimhe SVL that ay, record annd pay until d

e first SVL wiring the nightl

d will continuee provider.

e paid.

u must recordnd the reason

L back to the

ing date of th1 appears on

ecords.

days from thL or the elec4th working d

800-262-4416s.

y ask to be pox and you e SVL.

entire week, her child care r the same w2-4416 in ad

ABC Child Co eligible childe providers mine SVL syst

ve, enrolled cld Care ProgVL to the On-

s the childrenmbursement they served

ny absences date if a child

ll generate wy batch proce

e to generate

d hours attenn code for e

e address on

he SVL. n your SVL,

he date the Actronic versionday before cal

) with questi

aid for the wemust enter

you may notprovider and

week of care. Ydvance with

Care dren may tem. child ram -line

n for rate the and

d no

when ess.

e as

ded each

the

you

ABC n of lling

ons

eek. the

t be the You this

Wwth

5.

6.

When you get hich child hasree types of “

a. PaidRemtransmatcprop

b. Rejewere

c. Adjuthe p

PROVIDER

a. RPa•

•

•

•

•

b. RPr•

CLIENT FE

The clieProgramservice ABC Pro

Foster pclient feeand the maximum

a. The shouunde

your paymens been paid f“Remittance A

d Provider Remittance Advisaction on thch the Paid Rper payment fo

ected Remittae not paid for

usted Remittaprovider’s che

RATE CHAN

Rate IncreasProviders whoany time. • The provi

Form. • The form

documen• Once app

clients cuthe sameto select client withEXCEPTIthe new r

• Any new will be pa

• If the prProgram, to pay the

Rate DecreasProviders whrequest a Rat• The same

exception

ES

ent fee is bam. The provid

delivery andogram assum

parents and ces. However,maximum ra

m amount.

client fee is uld not let cler Client Tran

nt, your next Sfor or if you hAdvice” statem

emittance Advce will idente submitted

Remittance Ador each trans

ance Advice: and the reaso

nce Advice: Teck. Funds ca

NGES

es o increase the

ider must cal

m is complettation. proved, the raurrently beinge until the clie

the providerh the date of tION: Foster cate. clients selectid at the new

rovider chargonly the max

e difference b

ses ho decrease te Change Foe proceduresn that all rate d

ased on famder is respond documenties no respon

clients particip, they are resate paid by t

to be collectients get beh

nsfer – sectio

SVL will comehave not beenments a provi

vice: This wiltify the clienSVL which mdvice against

saction.

This may bon.

This may alsoan be deducte

eir child care

l the ABC Co

ed by the p

ate increase served by th

ent’s eligibilityr, then the netheir new eligchildren are t

ing the providrate.

ges more thximum will be

between their

their rates morm.

as outlined idecreases wi

ily size and nsible for theng that thos

nsibility for col

pating in the Fsponsible for the ABC Pro

ted weekly inhind on theirn 7.)

e with a “Remn paid for a cider will or ca

ll be receivednt, child andmake up the t the provider

be included. I

o be includeded if an overp

rates may re

ontrol Center

provider and

will not immhe provider. Ty period is renew payment ibility period. the only clien

der on or afte

an the maxe paid. The prate and the

must notify t

in Rate Increaill be effective

income ande collection se fees are pllection or pay

Family Indepethe difference

ogram, if the

n advance of r weekly fees

mittance Advichild. The foll

an receive with

d with each c payment acheck total.

r’s copy of th

It identifies t

d, if funds werpayment occu

equest a rate

r and request

returned w

ediately takeThe paymentnewed. If therate will be

nts immediate

r the date of t

ximum allowerovider may rmaximum pa

he ABC Con

ases will be fe immediately

d is determinof client fee

paid in a timeyment of clien

endence Proe between thprovider’s ra

service delivs. (Refer to t

ce” that tells lowing descrih each payme

check. The Pmount for eProviders aree SVL to ens

he children w

re deducted frred.

increase form

t a Rate Cha

with the requ

e effect for tht rate will rem

e client contineffective for

ely connected

the rate incre

ed by the Arequire the clid.

ntrol Center

followed with y for all childre

ned by the As in advanceely manner. Tnt fees.

gram do not he provider’s ate exceeds

very. **Providthe Special N

you ibes ent:

Paid each e to sure

who

from

m at

nge

ired

hose main nues

the

d at

ease

ABC lient

and

the en.

ABC e of The

pay rate the

ders Note

7.

8.

b. The

the pclien

CLIENT TR

Clients m

a. Clienrece

b. Clien

of tra c. The

afterclienABCone dateof JWhaafterEXAbegiweeEXCone.Wed

d. Notic

apprwritin

e. The

provSAM

f. The

autho**SPbe afees

RECORDS

These recshould esorderly fathe case i

a. A•

•

•

provider mayprovider mustt for failure to

RANSFER

may transfer f

nts must notiive approval p

nts may be reansfer.

effective dater the ABC Cont requesting C Control Cen

of the notice e. In counting uly, Labor D

atever date thr that date.

AMPLE: Reqinning with Wk. The transfe

CEPTION: If n. If notificatiodnesday or Fr

ce may be wroved by the Ang, if waivers

previous provider. THE A

ME WEEK.

previous provorized day of

PECIAL NOTallowed to trs are paid tim

S

cords are reqstablish goodshion. Recordis in an audit,

Attendance • Daily atte

the ABC P• Attendanc

of attendaUSDA Lo

IMPORTAparents faNOTE: Aand the avia the SVon the SV

• Records period.

y discontinue t inform the A

o pay the clien

from one prov

ify the ABC prior to the tr

equired to adh

e of the transontrol Centerthe transfer.

nter receives (see Exceptithe seven daay, etc.) or w

he 7th working

quest is maWednesday, ther date wouldnotification is on is receivriday), that sa

waived under ABC Control Care approved

vider will not BC PROGRA

vider will be nservice.

TE: Clients wransfer. It is

mely.

quired to be d record keeds shall be m it must be re

endance recoProgram. ce may be doance and day

og sheet, or siANT NOTE: ail to sign-in actual hours a

appropriate AVL. The child

VL. Use the chmust match

services to thABC Control nt fee.

vider to anoth

Control Centransfer.

here to the pr

sfer will be ther receives theTo determinethe telephon

on). Then beays, do not inweekends, ag day falls on

de on Wedhe 7th workin

d be the next Mreceived on aed any othe

ame day is alw

unusual circCenter. The Ad.

be paid afteAM WILL N

notified in wri

with unpaid fthe respons

kept on-site eping methodmaintained on etained throug

ords must be

ocumented inys of absencegn-in/sign-ouIf the provid

and also sign-attended in whABS code mud’s name on hild’s given nathe absence

he client wheCenter befor

her.

ter either by

rovider’s esta

e 1st Mondaye telephone ce the effectivene call or writgin counting

nclude state os they are n, the transfer

dnesday. Coung day wouldMonday followa Thursday, t

er day of thways counted

umstances ifABC Control

r the start daNOT PAY TW

iting via a tra

fees at the tsibility of th

and will be ds and maint

site for a pergh the comple

maintained f

n several diffees on a roll bout sheets or coder uses sign-out, the DSShole hours orst be reportethe attendaname, not a ni

es reported o

en client fees re discontinui

telephone o

ablished polic

y following thecall or writtene date of trantten notice isseven workin

observed holidnot considerer date will be

unting seven fall on Thurswing that Thuthen Friday ise week (Mo

d as day one.

f requested bCenter will no

ate is establisWO PROVID

ansfer letter o

ime of the trhe provider t

reviewed by tain all docuriod of three yetion of the au

for each child

erent ways byook or log sheomputer logsn-in/sign-out

S Auditors mar if absent “0”ed to the ABCce log must ckname.

on the SVL s

are not paid ing services t

or in writing

cy for notifica

e 7th working n notice from nsfer, the day s considered ng days from days (i.e., Fo

ed working dathe first Mon

n working dsday of the n

ursday. s counted as onday, Tuesd

by the clientotify providers

shed for the nDERS FOR T

of the client’s

ransfer will sto ensure cli

DSS. Providmentation inyears, howevudit.

d served thro

y recording deet to include, etc. sheets, and

ay recoup fund in hours sec

C Control Cematch the na

submitted for

and to a

and

ation

day the the day that urth ays.

nday

days next

day day,

and s, in

new THE

last

still ient

ders an er if

ugh

days the

the ds.

ction nter ame

the

9.

•

b. S•

•

c. CAP• • •

•

CHANGE

A provideand/or the

The provienrollmen

** PLEAS

Changes m

A. Pro If t

•

•

•

•

B. Pro If t

•

•

PROVIDESVL INDIFOR THEDAILY (WProvidersmay be documen

ervice Vouch• The prov

period oProgram

• The proAdvice. noted in

Client/Child RAn individual Program. Info• Parent’s

than pa• It is hel

same fa• ABC A

name o(if appli

• Any cor

ES TO A LEVE

r’s file can be ABC Contro

ider must nont. E DO NOT S

may occur for

ovider Movethe provider M• The provid

later than 1• The provid

provider mmust obtain

• If regulatorthe provide

• If the provienrollment

ovider Sells he provider S• The provi

sale. VERY IMPOof the sale be stopped.the SVLs anTax ID, anProgram caof the sale.must call or

• The provideor the datebefore the s

ERS MUST AICATING THEE ABSENCE

WHOLE HOUs who do n

required tntation that t

her Log (SVLviders must mof three yearsm. Provider moviders must An explanatiSection 4, Pa

Records file should b

ormation shous name, child

arent), Social lpful to cross-amily, especia

Authorization/Cof the child, amcable) and tyrrespondence

EL C PROVID

e changed al Center.

otify the ABC

END ANY CH

r, but are not

es MOVES to aner must notify5 days prior t

der must semoves, the Licn a new Licenry requiremener will be allowider does notwill be termin

SELLS their cder must no

ORTANT NOTof the facility . If the providend submits thed thus they nnot be held r Providers shwrite the ABC

er’s enrollmene the providesale date.

ACCURATELE “0” HOURS

E AND ACTURS).

not maintain o repay fu

the child atte

L) maintain papes for audit pu

must keep a coreview the

on of the difayment.

e kept on-siteuld include, bud’s complete Security num-reference eaally when the Connection Lmount of billinpe of care OR

e from the AB

DER ENROL

at any time. A

C Control Cen

HANGES WIT

limited to, the

nother facility, y the ABC Cto the move.

erve childrencense/Registnse/Registratints are met, twed to serve tt meet regulanated.

child care busotify the ABC

TE: It is extremso that paymeer fails to do tem, payment ware respons

responsible whould not sendC Program dirent will be term

er ceases pro

LY REPORT S ATTENDEDUAL NUMBE

daily attendunds if the ended the pro

er copies of thurposes. The opy for their rSVL agains

fferent Remitt

e for each chut not be limitname (espec

mber of parentach child’s file

last names aLetter – descng, start and R

BC Program re

LLMENT A change can

nter if chang

TH YOUR SV

e following re

the followingontrol Center n only at thtration becomion for the nethe provider’sthe children aatory requirem

siness, the folC Control Ce

mely crucial toent under the this and the nwill continue tosible for paym

when providersd this notificatectly. minated effecoviding servic

ALL ABSED AND ABS ER OF HOU

dance or acprovider c

ogram.

he submitted Soriginal is m

records. st the Providtance Advice

hild enrolled tted to, the follcially if last nt e with other care different cribes the clistop dates, c

elated to the c

n be initiated

ges need to b

VL. asons:

g must occur: r as soon as

he facility enmes invalid, aw location.

s enrollment iat the new facments at the

lowing must oenter within

o notify the AB provider’s Taew owner cono be made unment of taxess fail to notify ttion in with th

ctive with the ces to clients

ENCES ON TREASON CORS ATTEND

ccurate recocannot prov

SVL on-site foailed to the A

der’s Remittae statements

through the Alowing: name is diffe

children from

ent’s name client fee amo

client.

d by the prov

be made to th

possible, but

nrolled. Wheand the prov

s amended, cility.

new facility,

occur: 30 days of

BC Control Ceax ID number ntinues to receder the provids due. The Athe ABC Progheir last SVL,

date of the ss, if that date

THE ODE DED

ords vide

or a ABC

ance are

ABC

rent

the

and ount

vider

heir

t no

en a vider

and

the

the

enter can eive

der’s ABC ram but

sale, e is

C. Adding or Deleting Additional Age Group

Providers can request to add another age group(s) not previously authorized. • Providers must contact the ABC Control Center to request an additional age

group be added. • Providers must meet regulatory requirements for age group(s) served. • Providers can request to add half-time or full-time for an age group for which

they are already authorized. • Providers should request to delete an age group if they are no longer serving

an age group or do not want to be authorized for that age group. • The ABC Program may delete an age group if it is determined that the

provider is no longer serving that age group or is not meeting regulatory requirements for that age group.

D. Change in Facility’s Regulatory Status

The provider must notify the ABC Control Center if one of the following occurs: • If provider changes from Family to Group. • If provider changes from Family or Group to a Center. • If provider changes from a Group to a Family. • If provider changes from Center to a Family or Group.

The provider must notify the ABC Control Center immediately if their registration or license is revoked or the application for renewal is denied by DSS.

E. Facility Becomes Accredited or Loses Accreditation

When a facility is accredited by a DSS approved accrediting agency, the provider should: • Notify the ABC Control Center and submit documentation of accreditation. • If the facility is accredited and loses the accreditation, the provider must notify

the ABC Control Center immediately.

F. Change in Name of Child Care Facility If the provider changes the name of the child care facility they must: • Notify the ABC Control Center in writing. • Submit a signed W-9 Tax form which can be requested from the ABC Control

Center.

G. Change in Director of Child Care Facility When the director of the child care facility changes: • Notify the ABC Control Center in writing or by telephone.

H. Change in Mailing/Payment Address

If there is a change in the facility address where services are provided (other than the provider has moved), such as a change because of 911 or change in the payment address: • Notify the ABC Control Center in writing. • Submit a signed W-9 Tax form which can be requested from the ABC Control

Center.

I. Change in Telephone Numbers When there is a change of the provider’s telephone number, the provider must: • Notify the ABC Control Center in writing.

J. Working Telephone

The provider must maintain a working telephone at all times, at the facility where services are being delivered. If the provider’s telephone number changes, they must: • Notify the ABC Control Center in writing or by telephone. • Non-published numbers are not allowed. • Failure to maintain a working telephone will result in a report being made to

DSS Child Care Licensing and/or may result in termination from the ABC Program.

10

11

0. DISCONT

a. DiscoProvidprogranotify before• T

do • T

w • C

w • C

thre

b. TermThe Ahas b• If t

nofor

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1. TERMINA

TERMINAThe ABCcomply wenrolled. required requirembut not lim

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If a profound thealthmake proceschildre

2. Failure History

No freqhealth health

INUING SER

ontinuing Seders have a am or does nclients and th

e discontinuinhe reason fooes not pick che ending da

which the provClients should working days iClients shouldhe client. Faielease, which

ination by thABC Control Ceen reached termination istified in writin

r services rene provider wte of terminays advance n

ade, unless ex

TION OF A P

ATION BY DC Program wwith the requir

To maintainto meet reguents at all timmited to, the f

e to Meet Red, denied, oer’s enrollmend immediately

ovider is undethat are life t

h and/or safethe decision

ss. If an injunn will be remo

e to Maintain

y of Complian

quent (3 or mor safety ofand safety vi

RVICES TO A

rvices by theright to stop

not comply whe ABC Contng services toor discontinuachild up on timate will be thvider asked th

be notified byn advance of be allowed tlure to allow would requir

he ABC ProgCenter may teto terminate s

s initiated by tng that the cldered after th

will be mailed ation and the notice will be gxtenuating cir

PROVIDER’S

SS will terminate rements of th enrollment iulatory requirmes. A child cfollowing reas

Regulatory Ror suspendednt will be termy.

er appeal withthreatening oety of the ch

to remove anction is issueoved immedia

n History of C

nce is defined

more within 6f the childreniolations.

BC CLIENTS

e Provider p serving a cwith the providrol Center by

o the client. ation must beme or child dise last day ofe client to leay the providethe effective to finish any the child to

re the provide

ram erminate a clservices, the the ABC Conlient’s servicehe termination

a Denial/Terreason for th

given from thrcumstances

ENROLLME

any ABC chhe ABC Progrn the ABC P

rements, andcare facility wsons:

Requirementsd, or an injunminated. The

h Child Care Lor pose an i

hildren enrollall ABC childed to close thately.

Compliance -

as having:

6 months) den that involve

S

client or childder’s establis calling the pr

e included, i.esplays disrupf the service ave. r (preferably termination dweek in whic finish out a

er to forfeit an

ient’s child caprovider will

ntrol Center, tes are being n date becomrmination Lethe terminatioe date the deexist, and a w

ENT

hild care proram and criteProgram at a attendance

will be termin

s – If the pnction is issutermination o

Licensing andimmediate anlled, the Children from the facility by C

-

eficiencies poe supervision

d if either is dshed policiesrovider line at

e., failure to ptive behavior

week (alway

in writing) a mdate. ch the provid week will rey notice.

are services. receive writtethe provider aterminated a

me the client’s tter that refle

on. A minimuetermination towaiver is give

ovider if the ria for enrollm

any ABC Leveand paymenated as an A

rovider’s regued to close of enrollment

d deficienciesnd substantd Care Servie facility dur

Child Care Lic

osing substann, compliance

disruptive to . Providers mt (800-262-44

pay fees, par, etc. ys a Sunday)

minimum of th

der has billedesult in an e

Once a decisen verificationand client wiland all payme

responsibilityects the effecm of 10 worko end service

en to the clien

provider failsment at the Leel, providers

nt documentaABC provider

ulatory statusthe facility,

process shal

or violations tial threat to ces Director ring the appecensing, then

ntial threat to e with ratios

the must 416)

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the s, or

a) Maintaining Staff-Child Ratios Requirements – Providers shall at all times maintain staff:child ratios. When it has been determined a provider has failed to meet the required staff-child ratios 3 or more times during any 6-month period, the termination of enrollment process will be initiated.

b) Maintaining Supervision Requirements – Providers shall at all times

maintain supervision requirements. When it has been determined that a provider has failed to meet supervision of children requirements 3 or more times during any 6-month period, the termination of enrollment process will be initiated.

c) Maintaining Regulatory Capacity – Providers shall at all times maintain

the facility’s regulatory capacity. When it has been determined a provider has exceeded the regulatory capacity at a facility 3 or more times during any 6-month period, the termination of enrollment process will be initiated.

d) Maintaining Health and Safety Regulations - Providers shall at all times

maintain health and safety regulations. When it has been determined that the provider has received multiple violations which affect the health and safety of children, the termination of enrollment process will be initiated.

3. No multiple (3 or more within 6 months) deficiencies posing substantial threat to the

health or safety of the children that involve supervision, compliance with ratios, or health and safety violations.

a) Maintaining A Combination of Ratios, Supervision, Regulatory Capacity, or Health and Safety – When it has been determined a provider has failed to meet a combination of ratios, supervision, regulatory capacity requirements or health and safety (#a, b, c, and d above) during any on-site visit, or individually for 3 or more times during any six month period (i.e., 1st violation ratios, 2nd violation supervision, 3rd violation ratios), the termination of enrollment process will be initiated.

4. At least one caregiver with cardiopulmonary resuscitation (CPR) certification and

pediatric first aid certification who is on-site at all times when children are in care.

a) Meeting CPR/First Aid Certification – Providers shall at all times have one caregiver with CPR and FA on-site. When it has been determined that a provider has failed to meet the CPR/First Aid Certification coverage at a facility 3 or more times during any 6-month period, the termination of enrollment process will be initiated.

5. Maintaining History of Compliance in which no significant event occurs that poses a

substantial threat to the health or safety of the children that involve supervision, compliance with ratios, or health and safety violations.

6. OHAN Finding(s) –

If a staff’s name at an ABC facility is entered into the Central Registry, and the perpetrator is not barred from the facility, the termination of enrollment process will be initiated immediately. For Family/Group facilities, the termination of enrollment process will initiated immediately. The Child Care Services Director can make a decision to remove all ABC children from the facility during the appeals process.

7. Facility Moves - If the facility moves to another location, and the new location does not

meet regulatory requirements, the termination of enrollment process will be initiated.

8. Failure to Provide Child Care Services at Enrolled Address – Providers must notify ABC in advance of days the facility will be temporarily closed or if the facility is moving or permanently closing.

When an unannounced on-site visit is conducted at an ABC facility during the hours the facility should be in operation, and services cannot be verified on the day of the visit, the ABC Program will provide written notice by certified mail to the provider to notify the

provider that if services cannot be verified during the next unannounced on-site visit, the termination of enrollment process will be initiated.

If a 2nd visit is conducted and services cannot be verified (i.e. no one is there or comes to the door), the termination of enrollment process shall be initiated.

When an unannounced on-site visit is conducted and there is no evidence of child care services being offered at the enrolled address (i.e., looks abandoned, no furniture inside, wood over windows, grass overgrown, etc.) or if information is obtained from reliable sources (i.e., DSS personnel, CCR&R personnel, etc.) that the provider is operating at another address, or that children are being served at an address which the provider is not authorized, and this is verified by the ABC Program, the termination of enrollment process shall be initiated upon that visit. Funds will be recouped for the period of time when services could not be verified.

9. Providing Services at a Location Other Than the Enrolled Address OR other than

the site the child is connected to – Per the Provider Agreement, providers are authorized to serve children only at the site which is enrolled and has been approved by the ABC Program. When children are served at a location that has not been approved by the ABC Program, this potentially places children in harm. For example, the other location may not be a licensed facility where health and safety codes are met.

Children must be served at the location for which they have been connected. If the provider has two or more locations enrolled, they may not switch or transport children between locations without notifying the ABC Control Center for authorization. Children will appear on the SVL for the location in which they have been connected. When it is verified that children are being served at a location other than the enrolled address, the termination of enrollment process will be initiated.

10. Failure to Respond to Attempts by ABC Staff to Reach the Provider – If provider has ABC children currently connected, and there are 3 documented attempts within a period of 15 days (excluding weekends and holidays) by the ABC Program to reach the provider, by phone, letter, e-mail, and/or on-site visit and there is no response by the provider, the termination of enrollment process shall be initiated. Funds will be recouped for the period of time when services could not be verified.

11. Failure to Operate During Stated Hours of Operation – If there are 3 documented

incidents of non-compliance with the stated hours of operation during any 12-month period, the termination of enrollment process may be initiated.

12. Failure to Maintain LAN (Local Area Network) Phone Service – Providers are

required to have LAN phone services where ABC children are served. Cell phones are not permitted as the primary/sole phone service. When it becomes known to the ABC Program that a provider does not have LAN phone services at a facility where ABC child care services are provided, the provider should be given 30 days to secure LAN phone services. If the provider does not secure LAN phone services within the 30 days; or if it is documented that the provider did not have active LAN phone services 2 times within any 12-month period, the termination of enrollment process may be initiated.

13. Misuse of ABC Grant Funds – If a provider uses ABC grant funds on purchases other

than its approved use and the provider does not reimburse the ABC Program within the timeframe given for reimbursement (including any extension of time approved), the termination of enrollment process may be initiated. Recoupment of the funds will also be initiated.

14. Fraud – If a provider intentionally makes a false statement or misrepresentation

regarding a material fact or fails to disclose a material fact that results in obtaining, attempting to obtain, or continuing to receive ABC funds which the provider would not otherwise qualify to receive, the termination of enrollment process will be initiated. Funds will be recouped for the period of time when the provider did not qualify for the funds.

12. VO ReenPr

13. R

Wwte

14. R

TC

15. OwnerFundestate-fudirectoprogratermina

16. Failuretimes terminaABC P

17. VerbalPrograwill desterminawill be during will be

18. Refusato allowand thfacility after ththe incstaff arwill beinitiate

19. SmokiLaw 1Childrefor the age of the we

OLUNTARY

equest from nd their enrorogram in writ

E-ENROLLM

Waiting Perioho voluntarily

ermination bef

RE-ENROLLM

The following Care Program

1.

r/Operator oed Program –unded or fede

or is found gum and the dation of enrol

e to Maintaifor the sam

ation of enrolProgram Staff,

l or Physicaam staff, the pscribe the incation being ininitiated. If ththe course oinitiated.

al to Allow Aw an ABC stae ABC staff iand the prov

he 1st offensecident any avre denied acc initiated. If ad.

ing in Facilit03-227, Part

en Act, whichprovision of 18 years, theekends and h

TERMINATIO

Provider to ollment with ting or throug

MENT

od for Re-eny request tefore they may

MENT EXCEP

are reasonsm at any level.

Death of a death or sehealth andineligible to

or Director G– If an owner/erally-funded

uilty of commdirector is relment process

n ABC Docme record kllment proces, the DSS Aud

al Abuse of Aprovider will bcident and infonitiated. If a 2n

he provider thof conducting

ABC Represeaff on the prems on official A

vider is open , describing tailable bonuscess during aa 2nd incident

ty – If a prov C, Environm

h prohibits smhealth, day ce provider wiholidays, to th

ON BY ROVID

Terminate Athe ABC Pro

gh a documen

rollment – Permination my re-apply to c

PTIONS

s a provider is.

Child – Any erious injury o safety reguparticipate in

Guilty of Fr/operator is foprogram, the

itting fraud inetained in thes will be initia

umentation eeping viola

ss may be inidit Staff or Ch

ABC Staff –be sent a cerorm the provind offense occhreatens, or pg ABC busine

entatives Accmises or in thABC businesfor businesshe incident as or grant for any future vist occurs, the

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raud in A Sound guilty ofe terminationn another stae capacity asated.

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– If a providertified letter afder that anotcurs, the termphysically assess, the term

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sits, the termtermination o

e documentecco Smoke Ay indoor facilion, or library sted with 10-wnd clients.

ment – ProvidLevel C pro

e contact.

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r it’s principalschildren by fafined as SC hild Care Prog

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nts – If a proany 12-mo

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r curses or yfter the 1st ofther such incid

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working days n

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BC Program srollment proc

provider refuchild care facting hours of t a certified lehat as a resu

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CTING CLIE

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children coized.

TO THE ABC

lowing must b

en a child hasayment is not rovider is goinrovider will beients fail to at

DRESS: ABC ATTN P.O. Colu

O NOT SENDF ADDRESSMATION MU

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Misrepresented informatam at any lev

Documents –al documents

Program dopresentatives any level.

ative or Judior it’s principaentered into thcontinues to

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C Child Care PN: Provider TBox 100160mbia, SC 292

D ANY OTHS, TELEPHOST BE REPO

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consecutive der 14 workingnue services week or long

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IMPORTA

HER INFORMONE NUMBEORTED TO TH

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or principalscertificates, d

SVL, attendanle to particip

ination of Ase or neglect Registry cannod and/or prese

cly Funded Pany other pub

m participatingnot apply if t

ed eligible for

PROCESS

nnect to an Aowever, provalth and/or

ontrol Center:

days. days from reto a client.

ger. thorization is

TELEPHOFAX:

ANT!

MATION WITER, FEIN NUHE ABC CON

e been convicgram at any le

ined to hable to enroll i

s who falsify degrees, trannce records)pate in the A

Abuse and/orchildren and

ot be enrolledent at the faci

Programs – Ablicly funded g in the ABCthe institutionr, that progra

ABC facility dviders may csafety of th

eceipt of the S

given.

ONE: (800) 2(800) 3

TH YOUR SVUMBER CHANTROL CENT

cted of fraud evel.

ave deliberan the ABC C

or misrepresnscripts, etc.)) and submitABC Child C

r Neglect – Ad/or whose nad as long as lity.

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Program at n or principal am, including

during an appcontinue servhe children

SVL by DSS.

262-4416310-5417

VL SUCH ASANGES, ETCTER.

are

ately Child

sent ), or t to

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peal ving are

S C.

17. G

De

A Tac

A TD A W( A Atp ATp BTs C TPb CF CT CT C Tea CA C Ts

C Thin

GLOSSARY O

Definitions of express the ad

ABC Child CaThe authorizeassistance toconnecting. • Provide

concer• Parent

ABC Child CaThe South CaDevelopment

AbsenteeismWhen the chiweek) either

Activity FeesActivity fees ransportationparent.

Authorized SThe specific provider.

Billing Rate The provider’second child.

Care Type The age grouProviders canbeen enrolled

Center-BasedFacility license

Child The recipient

Child Name The first and l

Child NumbeThis is the clietc. assignedactivities. Pro

Client An individual w

Client Fee The portion osize and incom

lient Numbehe client’s las the system.

OF TERMS

key terms ardministering a

are Control Ced child careo clients and

ers call: 1-rning ABC Chts call: 1-800-

are Programarolina statewFund (CCDF

m ld is not presdue to illness

s are conside

fees or spe

Service Periotime frame t

s weekly ser

ps 0-2, 3-5 annot offer or .

d Care ed by DSS to

of child care s

ast name of t

er ent’s last 4 d

d to the childviders shoul

who has met

of the provideme, and paid

r st 4 digits of t

re presented agency's inte

Center (ABCe voucher sysd providers,

-800-262-441hild Care Prog-476-0199 for

(ABC Progrwide child ca

F), Social Serv

sent (absent as, vacation or

ered other fecial activity

od that child car

rvice rate min

and 6-12 in wreceive paym

o serve 13 or m

services.

the child.

digits of their d. It identifiesld never cha

the eligibility

er’s weekly seby the client

their Social S

to ensure clant and meani

Control Censtem manageand to hand

6 for notifgram procedu

any question

ram) are assistancevices Block G

all day) at thecourt ordered

fees chargedfees, etc. T

re services a

nus any app

which the provment for servi

more children

Social Securs the child fnge the assi

criteria and is

ervice rate (cdirectly to the

ecurity numb

arity and unding for the ter

nter) ement centerdle child car

fication requures. ns.

e program fuGrant (SSBG)

e provider’s fd non-custodi

d by the prhese fees a

are authorize

licable client

vider has enrice in a care

n.

rity number pfor the purpoigned child n

s funded for c

cost) which ise provider.

ber. This num

derstanding. Trms identified

r that is avare application

uirements an

unded by the and state do

facility duringial visitation.

rovider to pre the respo

ed to a clien

fee, and an

rolled with thetype in whic

lus the two-dose of paymnumber.

child care.

s based on th

ber identifies

These definiti.

ilable to provns, funding

nd/or questi

Child Care llars.

g the service

arents such onsibility of

t and a spec

y discount fo

e ABC Progrch they have

digit code 01, ment and sys

he client’s fam

s all client act

ions

vide and

ions

and

unit

as the

cific

or a

ram. not

02, tem

mily

ivity

Client Termination Action taken when the client is no longer eligible for services. Once notified that the client is terminated, the provider is not eligible for payment for services. Connected A start and stop date (linked to a specific provider) within the ABC Child Care Voucher System. Denial When an applicant is denied child care assistance due to inability to meet eligibility criteria or failure to comply with application requirements. Eligibility Period The amount of time authorized for the individual child to receive child care services. End Date The last date of service authorization. Facility Cost The cost a provider charges all parents for a week of child care. NOTE: Parents are responsible for the difference between the facility cost and the amount paid by the ABC Program, plus any applicable client fee.

Family Child Care Home Home registered or licensed by DSS to serve no more than six children.

Family Independence Act of 1995 An Act passed by the South Carolina General Assembly to require the DSS to emphasize employment and training with only a minor welfare component. The Act specifies action required by DSS to implement “Welfare Reform.” It also specifies requirements for applicants and recipients in order to receive financial assistance. Family Independence (FI) Child care assistance provided to current FI stipend clients to encourage participation in approved employment, education or training activities. These requirements are met through the Family Independent Program in South Carolina in an effort to emphasize parental responsibility and self-determination. Family Independence Stipend A monthly payment made to a family who meets the required eligibility standards; previously referred to as welfare or AFDC. Fee Scale The fee amount is established by SCDSS on the basis of family size and gross family income. That portion of the child care cost, which is paid by the client directly to the child care provider. Foster Care Children who are in the custody of DSS, and placed out of their home by and/or under the supervision of DSS. Full-Time Care Thirty or more hours of child care service provided during one week. Funded Any child for whom dollars have been allocated in their name. Group Child Care Home or building licensed by DSS to serve no more than 12 children. Half-Time Care Less than 30 hours, but no more than 15 hours of child care service provided during one week. Less than Half-Time Care Less than 15 hours of child care service provided during a week. No registration fee is allowed for this care type. This care type only applies to Welfare Reform participants receiving subsidized child care.

Level A Exemplary programs measured against rigorous quality standards. Level B Programs measured against quality standards beyond basic state regulations. Level C Programs meeting basic licensing regulations (health and safety). Maximum Rate Maximum weekly rates established by DSS on the basis of a market rate survey of urban and rural counties, type of facility and care types. Payable Adjustment The process of paying the provider for monies due them. Provider Identification Number The Federal Employer Identification Number (FEIN) or Social Security number of the provider. This number identifies the provider for purposes of payment, tracking and reporting. Receivable Adjustment The process of collecting monies that were paid to the provider that were not due them. Registration Fee Registration fees are set amounts established by the provider to cover costs not included in the weekly rate. The ABC Program will pay registration fee to providers up to an established program maximum. Remittance Advice A document included with the provider’s check. There are three different types:

1) Paid Remittance Advice: indicates what clients and weeks were paid; 2) Rejected Remittance Advice: indicates which clients and weeks were not paid and

the reason; 3) Adjusted Remittance Advice: indicates if funds were deducted from the provider’s

check, the amount and the reason. Service Cost The provider rate as reflected in the ABC Child Care Voucher System. Service Unit One week of child care (Monday - Sunday). A service unit may be for half-time, full-time or less than half-time child care. Service Voucher Log (SVL) A pre-printed payment request form used to process payments to providers for eligible clients. South Carolina Department of Social Services (DSS) The administering state agency for the ABC Program, and the agency responsible for administering the Welfare Reform, Family Independence Program. Start Date The date services are authorized to begin by DSS or the ABC Program/Control Center staff. Stop Date The last date of service authorization. Week Monday through Sunday.

18. DETA

The followia “0” for honot any abday. The fobeing retur CNS – Chi This code sdisconnecteindicate a d COV – Chi This code svisitation w DEC – Chi This code sdrop/transfe Note: Entenotated. No FCL – Fac This code sreasons wh

FNL – ChilThis code s

HOS – ChiThis code sreceiving th

MOV – ChiThis code senter a dro

NLA – ChiThis code sindicate a d

NSD – NotThis code schild homeMonday, WTuesday anNote: If yoand Sunda

SIK – ChildThis code leave, or ot

VAC – ChiThis code s

AILED EXPLA

ng codes areours attended sences to rep

ollowing are thned for correc

ld never starshould be useed from your drop/transfer d

ld had courtshould be use

with a non-cus

ld is deceaseshould be user date. (See ering deceasotice will not b

ility closed should be usehen the facility

ld on funeralshould be use

ld out with sshould be ushe services to

ild moved oushould be usep/transfer dat

ld no longer should be usdrop/transfer a

t a service dashould be usee on the daysWednesday and Thursday.

our facility is ny and must u

d out sick should be usther reasons a

ld on vacatioshould be use

ANATION OF

e to be used wand indicate

port for a chilhe only approctions which w

rted the faciled when a chfacility unlessdate and a pa

t-ordered vised when a chtodial parent

ed ed in cases wSVL Instructed for a chilbe given to ch

ed when the ay is not open

l leave ed when the c

serious injuryed when the

o be able to at

ut of county/sed when a chte and a pay u

attends ed when a chand pay until

ay for the ched when the s they are of

and Friday anThis code sh

not open on tse the absen

sed when theassociated w

on ed when a ch

F ABSENCE

when documethe appropria

ld, you must oved absencewill delay pay

ity ild(ren) nevers you are reqay until date.

itation hild does not (court ordere

where the chiions) ld will end child care prov

actual facility for business.

child does not

y/illness/hoschild, parent

ttend the faci

state hild moves ouuntil date. (Se

hild no longerdate. (See SV

ild child is not scff work and ind is off on hould be usedthe weekendce code NSD

e child is outith illness.

ild is on vaca

CODES

enting absencate absence center the tota

e codes. Failuyments.

r started the fuiring a notice(See SVL Ins

attend your ped or parental

ild is decease

connections tiders for this

is closed. Exa

t attend the fa

spitalizationt, or sibling islity.

ut of the counee SVL Instru

r attends youVL Instruction

cheduled to bts part of theTuesday and

d for the Tuess, you must e

D.

t sick, the pa

tion, persona

ces. When a code for eachal number of

ure to use the

facility. This ce. When usinstructions)

program for a agreement).

ed. When usi

the Sunday freason code.

ample: Inclem

acility due to a

s hospitalized

nty or state. Wuctions)

ur program. Wns)

be at the facile normal schd Thursday

sday and Thurenter zeros f

arent is sick,

al days or for a

child is abseh child for eachours a childse codes will

code will resulng this code, y

a specified pe

ing this code

following the .

ment weather

a funeral.

d which would

When using th

When using th

lity. Examplehedule. Examand keeps thrsday absencfor hours atte

doctor/dentis

any unknown

ent, you must ch day. If therd attended foresult in you

lt in the child you are requir

riod of time d

, you must en

date the co

, holidays, or

d prevent the

his code, you

his code, you

: Parent keepmple: Parent w

he child homce. ended for Sat

st visits, mat

n absence rea

enter re are

or that r SVL

being red to

due to

nter a

ode is

other

e child

must

must

ps the works

me on

urday

ternity

ason.