TO: Executive Directors/Program Directors/Financial Officers
FROM: Kenneth McGhee
Deputy Commissioner MIS and Finance
RE: FY'07 Child Care Grant Close Out
In an effort to meet IDHS Child Care grant close out requirements, CYS finance will be modifying internal workflow systems to ensure that Delegate agencies receive full reimbursement on eligible children enrolled. Therefore, please be advised of the following Child Care Close Out requirements:
1. FY'07 Child Care Billings/Suppmentals are due on Friday, July 13, 2007 , at 5 p.m.
2. Supplemental billings for the period July '06 to February '07, are due May 30, 2007 . Supplemental billings for April through May '07 are due on June 15, 2007 . CYS will only accept June '07 Supplemental billings on July 13, 2007 .
3. CYS begins to publish monthly billings on the 6 th business day after 2 p.m. Please note that the Supplemental Child Care billing system is updated daily and is available immediately after submitting your regular monthly billing on line in CCMIS.
4. Please be reminded that Missing Children/Days email inquiries sent and dated prior March 1, 2007 will not receive a response for resolution. All inquiries received on or after, March 1, 2007 , will receive status and resolution to issues delineated on the email inquiry spread sheet. The dead line date for inquiries for the period, July, 2006 to February, 2007, are due on, April 30, 2007 . Email inquiries for March through May 2007 are due June 15, 2007 . June 2007, email inquiries are due July 11, 2007 .
5. Child Care case files must be submitted on a timely basis e.g., applications within 10 days, redeterminations up to 30 days before they expire and that all Child Care case files are routed in IMEDGE on or before the last business day of each month. Child Care case files for June 2007, must be routed to “Clerk Review” on or by June 29, 2007 . Submitting Child Care case files on a timely basis will ensure that you maximize reimbursement on your regular monthly billing and meet close out deadlines.
6. Agencies are required to conduct a quarterly reconciliation to ensure that there are no outstanding billings/vouchers. Outstanding billings must be reported 45 days after the original submission date.
Child Care Unpaid Billing inquiries must be in writing using the appropriate form and must include complete copies of the unpaid billings listed on the form. Child Care Billing/Voucher Payments Reconciliation Forms are available at CYS Finance or on COPA.
Dead line date to submit FY'07 Child Care Outstanding Billing/Voucher Forms is August 31, 2007 .
Please keep in mind that CYS Finance staff will be working closely with agencies to ensure maximum reimbursement and full utilization of our Child Care Grant.
Due to IDHS requirements, there will be no exceptions regarding deadline dates. Access to CCMIS FY'07 will be terminated on the established deadline date. Failure to meet deadline dates will result in loss of compensation.
We appreciate your cooperation. Should you have any questions or concerns, please contact Martha Rashedi, Assistant Director at 312-743-1633.