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Navigating the administrative requirements of childcare services can often be challenging, especially when dealing with the specifics of attendance reporting for vendors within the Virginia Electronic Child Care (VA-ECC) system. The VA-ECC Vendor Attendance Report form serves as a crucial tool for vendors to accurately report attendance, ensuring they receive timely and appropriate payment for services rendered. This detailed form requires information regarding the service period, including start and end dates, vendor and parent details, as well as specifics about each child in care. It outlines acceptable reasons for manual attendance reporting – such as issues with point-of-sale (POS) devices, VA-ECC card problems, or retroactive authorizations – and stresses the importance of submitting this information within a 30-day window to avoid processing delays. Moreover, it emphasizes the need for vendors to retain copies of all submissions, providing a clear directive to maintain accurate records. This exhaustive approach not only reinforces the accountability of childcare vendors but also safeguards the integrity of attendance reporting, ensuring that both parents and providers are supported within the framework of Virginia's childcare services. With detailed instructions, the form guides vendors through each step of the reporting process, from filling out service period dates to securing necessary parent and vendor signatures in blue ink, highlighting the diligence required in managing childcare attendance and the mutual responsibilities of all parties involved.

Preview - Va Ecc Vendor Attendance Report Form

 

 

VA-ECC VENDOR ATTENDANCE REPORT

 

 

 

 

 

Service Period

Start Date:

 

End Date:

Vendor ID:

 

 

Case Number:

 

Vendor Name:

 

 

Parent Name:

 

Vendor Address:

 

 

Parent Address:

 

City, State, ZIP:

 

 

City, State, ZIP:

 

Administrator:

 

 

Child Client ID:

 

Vendor Phone:

 

 

Child’s Name:

 

Please read complete form before submitting any manual attendance (Detailed directions are on page 2)

If the Vendor Attendance Report (Manual Attendance) does not include a valid reason code as shown below or is missing valid documentation, this form will not be processed. Any attendance not received by VDSS within 30 days of the service period will not be accepted or processed for payment. Please make copies of all completed attendance forms before sending the original forms as they will not be returned. The three (3) valid reasons for submitting attendance are listed below and are in compliance with the Vendor Agreement in sub-section 9.6. Manual attendance submitted for invalid reasons will not be processed or returned.

Valid Manual Attendance Submission Reasons: (choose)

1.POS/IVR

Unresolved Error Message: Include exact message, date and time error message was reported to Conduent call center and the ticket number.____________________________________________________________________

No POS: (Required Information) Date new POS was ordered______________________________________

Damaged POS/IVR (Required Information) Ticket number from Conduent for repair or replacement of POS/IVR order and date request was made. Attach further documentation as needed. __________________________________

2.VA-ECC Card:

Parents/families that have not been issued their VA-ECC swipe card. Requiring parents/families to record attendance by POS or by IVR is required. Manual attendance submitted for parents/families that are not recording their attendance by POS or IVR but have been issued a VaECC card is not a valid reason for manual attendance submissions. Manual Attendance for invalid reasons will not be processed for payment.

(Required Information) Date new card was requested. ____________The VaECC card, once ordered, will be available within 7-10 business days. The Case Manager should be notified if the VaECC card is not received within that time period. Attendance is required to be entered by POS or IVR by back swiping up to the previous 8 days once the card is received.

3.Retroactive Authorization:

If the case manager issues a Purchase of Service Order with an effective date prior to the eight-day back swipe period then attendance can be entered manually. This is not a common occurrence.

Date

 

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Code

Time In

Time Out

Time In

Time Out

Hours

 

 

 

 

 

 

 

 

 

 

 

 

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I certify that this statement of services provided by this provider is an accurate and true record of attendance. I understand that I can be prosecuted for fraud if this is a false statement.

Parent Signature/Date ______________________________________________/ _______________________________

Vendor Signature/Date_____________________________________________/________________________________

Rev. 08.27.19

VA-ECC VENDOR ATTENDANCE REPORT

Instructions for Completion of VA-ECC Vendor Attendance Report

Each line must be filled out per instructions

1.Service Period- The first day on the month through the fifteenth day of the month or the sixteenth day of the month through the end on the month. Submit only requested dates for attendance do not include the entire service period unless necessary.

2.Vendor information

a.Vendor ID – your 9 digit Vendor ID from your Purchase of Service Order

b.Vendor Name – Enter the name of the business

c.Vendor Address- street address of the center or home where the care is provided

d.City, State, Zip Code where the care is provided

e.Administrator- Child Care director or authorized representative to contact

f.Vendor Phone- Child care phone number

3.Parent Information

a.Case Number- 9 digit Case Number from your Purchase of Service Order

b.Parent Name- first and last name of the child’s parent/guardian

c.Parent Address-Street address

d.City, State and Zip Code

4.Child’s Information

a.Child Client ID: 10 digit child Client ID number from the Purchase of Service Order

b.Child’s Name- first and last name of the child (one child per form)

5.Manual Attendance Reason: (Please see valid reason descriptions on the front of the attendance form)

a.VA-ECC Card issues

b.POS/IVR

c.Retroactive Authorization – Effective begin date on Purchase of Service Order is more than 8 previous days.

6.Attendance Report Details

a.Date-Enter each Date for the service period 1st-15th or the 16th –the end of the month

b.Day – Enter each Day of that attendance is requested

c.Code- Enter a 3 letter code (ATT, AFD, APD, and HPD) See code definitions on # 7 Attendance Codes below.

d.Time In-Enter the exact time the care. Hour and minute, AM/PM,

e.Time Out -Enter the exact time the care. Hour and minute, AM/PM,

f.Hours-Enter the total hours and minutes for each day the child was in care

7.Attendance Codes

a.ATT-Attendance; must enter Time In, Time Out and total hours and minutes

b.AFD-Absent(Full Day) child was absent, vendor was open, child was authorized and expected to attend full day (5 or more hours)

c.APD-Absent (Part Day) child was absent, vendor was open, child was authorized and expected to attend part day (less than 5 hours)

d.HFD- Holiday (Full Day) vendor was closed, vendor charges parents for days they are closed due to state paid holiday as per schedule. Vendor is authorized to be paid for Holidays.

e.HPD – Holiday (Part Day) vendor was closed, vendor charges parents for days they are closed due to holiday, and the child is authorized for Part Day care. Vendor is authorized to be paid for Holidays.

8.Parent and Vendor Signatures and Dates

a.Attendance reports must have both a parent and a vendor signature in blue ink. Lack of both parent and vendor signatures may results in rejection of the attention report. If parent is not available to sign the form after multiple attempts, include “parent not available to sign” on the signature parent line. This should be a rare accordance. All attendance must be received within 30-days of the service period.

b.Asking a parent to sign blank attendance forms will result in the vendor’s termination from program participation

9.Maintain a copy of the completed manual attendance reports for your records. Allow 7-10 business days for regular mail to ensure that attendance is received by VDSS within 30-days of the service period.

Mail completed attendance report to: Virginia Department of Social Services Attn: Vendor Services Unit

PO BOX 1997

Richmond, VA 23218-1997

Rev. 08.27.19

Download Va Ecc Vendor Attendance Report PDF Form

Form Data

Fact Number Fact Name Description
1 Form Purpose This form is used by vendors to report attendance manually for services provided.
2 Service Period Reporting Attendance for the first to the fifteenth or the sixteenth to the end of the month must be reported separately.
3 Vendor and Parent Information Includes Vendor ID, Vendor Name, and Address, as well as Parent Name and Address.
4 Manual Attendance Reason Valid reasons include issues with POS/IVR systems, VA-ECC Card problems, or Retroactive Authorization.
5 Attendance Report Details Details required include Date, Day, Code for attendance type, Time In, Time Out, and total Hours.
6 Attendance Codes Different codes specify the type of attendance or absence, including full day, part day, and holidays.
7 Submission Requirements Forms must be signed in blue ink by both the parent and the vendor and received within 30-days of the service period.

Instructions on Utilizing Va Ecc Vendor Attendance Report

Filling out the VA-ECC Vendor Attendance Report form is a relatively straightforward process for child care providers. This form is essential for maintaining accurate records of child attendance and ensuring that providers receive appropriate compensation from the Virginia Department of Social Services (VDSS) for services rendered. Proper completion and timely submission of attendance records can prevent delays or denials in payment. To navigate the form correctly and ensure that it is processed smoothly, follow these steps:

  1. Start by entering the Service Period Start Date and End Date at the top of the form. This should cover either the first through the fifteenth of the month or the sixteenth through the end of the month, depending on the reporting period being documented.
  2. Fill in the Vendor Information section:
    • Enter the Vendor ID — a 9-digit number you received with your Purchase of Service Order.
    • Provide the Vendor Name — the name under which your business operates.
    • Input the Vendor Address, including the street, city, state, and ZIP code where care is provided.
    • Include the name of the Administrator, typically the Child Care Director or an authorized representative.
    • List the Vendor Phone number — the main contact number for your childcare services.
  3. Complete the Parent Information section:
    • The Case Number is a 9-digit number found on your Purchase of Service Order.
    • Fill in the Parent Name (first and last).
    • Under Parent Address, enter the street address, city, state, and ZIP code.
  4. In the Child’s Information section, record the Child Client ID (a 10-digit number) and the child’s full name.
  5. Identify the Reason for manual attendance submission by checking the corresponding box and providing the required information, depending on whether it's due to VA-ECC Card issues, POS/IVR errors, or Retroactive Authorization needs.
  6. Under Attendance Report Details, document each day of service with relevant attendance data:
    • Enter the Date, Day of the week, and the Code that applies (e.g., ATT for attended days).
    • Specify Time In and Time Out for each entry, along with the total Hours attended.
  7. Refer to the section on Attendance Codes to accurately fill in the Code field for each day reported.
  8. Ensure that both the Parent and Vendor Signatures and dates are entered at the bottom of the form. Note that both signatures should be in blue ink to demonstrate the authenticity of the document.
  9. Before mailing, make a copy of the completed report for your records. The original should be sent to the Virginia Department of Social Services, Vendor Services Unit, at the provided address, ensuring it arrives within 30 days of the service period’s end.

Correctly filled and timely submitted forms safeguard against potential funding disruptions and help ensure that childcare providers receive due payment for their invaluable services. This process, while meticulous, is essential in maintaining a transparent and efficient relationship between vendors, families, and the VDSS.

Obtain Answers on Va Ecc Vendor Attendance Report

  1. What are the valid reasons for submitting a manual VA-ECC Vendor Attendance Report?

    2. There are three valid reasons for submitting a manual attendance report according to the Vendor Agreement in sub-section 9.6. These include: 1) POS/IVR unresolved error message, requiring documentation of the error message, its occurrence date, time, and a ticket number from the Conduent call center. 2) Issues related to VA-ECC cards, specifically when parents or families have not been issued their VA-ECC swipe card, and 3) Retroactive Authorization if the case manager issues a Purchase of Service Order with a starting date before the eight-day backswipe period. Any manual attendance submissions lacking a valid reason or required documentation will not be processed for payment.

  2. How should the VA-ECC Vendor Attendance Report be completed?

    3. Each line of the VA-ECC Vendor Attendance Report should be filled out precisely as per the instructions provided. This includes the service period, vendor information (including Vendor ID, name, address, and phone number), parent information (case number, name, and address), child’s information (Client ID and name), the specific reason for manual attendance, detailed attendance report (dates of service, days, codes, times in and out, and total hours), and proper attendance codes for each day reported.

  3. What happens if the manual attendance report is submitted without a valid reason code or missing documentation?

    4. If a manual attendance report is submitted without a valid reason code as outlined on the form, or if it is missing necessary documentation, the form will not be processed. This means the attendance record will not be accepted for payment without these critical components.

  4. What is the deadline for submitting the manual attendance report?

    5. All manual attendance reports must be received by the Virginia Department of Social Services (VDSS) within 30 days of the service period's end. Reports submitted past this deadline will not be accepted or processed for payment, underscoring the importance of timely submission.

  5. Is it necessary to make a copy of the manual attendance report before sending it?

    6. Yes, it is crucial to make copies of all completed attendance forms before sending the original forms to VDSS. Since the original forms will not be returned, keeping copies is necessary for your records and any future reference or need for verification.

  6. Can manual attendance be submitted for any period within the service month?

    7. Manual attendance should only include the specific dates for attendance within the service period that necessitates a manual submission. It is not required to include the entire service period unless it is necessary due to one of the valid reasons for manual submission.

  7. What should be done if a parent is not available to sign the attendance report?

    8. If a parent is not available to sign the form after multiple attempts, the vendor should indicate “parent not available to sign” on the signature line designated for the parent. It is important to note that this should occur only rarely and that both parent and vendor signatures, ideally in blue ink, are typically required for the report to be accepted.

  8. How long should the completed manual attendance reports be kept?

    9. Vendors are advised to maintain a copy of the completed manual attendance reports for their personal records. These records should be kept securely for a reasonable period to ensure compliance with any future audits or verifications by VDSS or related authorities.

Common mistakes

When filling out the VA-ECC Vendor Attendance Report, accuracy and attention to detail are paramount. However, several common mistakes can lead to the report being improperly processed or even rejected. Understanding these errors can help vendors ensure their submissions are correct and accepted for processing.

  1. Not reading the complete form before submission - It is essential that vendors thoroughly read and understand the instructions and requirements laid out in the form before attempting to fill it out.
  2. Omitting the Service Period dates - Vendors must specify the start and end dates of the service period for which they are reporting attendance. Failure to include these dates can result in the form being processed incorrectly.
  3. Incorrect Vendor ID and Case Number information - The 9-digit Vendor ID and the Case Number must be accurately entered as per the Purchase of Service Order. Errors in these fields can lead to misidentification and processing delays.
  4. Filling in the wrong Vendor or Parent Address - The addresses for both the vendor and the parent need to be complete and accurate, including city, state, and ZIP code, to ensure proper handling and verification.
  5. Incomplete Child Information - For every child client, a complete 10-digit child Client ID number and full name must be provided. Missing or incorrect information can lead to attendance verification issues.
  6. Submitting manual attendance without a valid reason - The form clearly specifies three valid reasons for manual attendance submission. Providing a reason not listed or failing to provide the required documentation for the valid reasons will result in the form not being processed.
  7. Not including detailed POS/IVR issue descriptions when necessary - If submitting manual attendance due to POS/IVR issues, detailed explanations including error messages, dates, times, and ticket numbers are crucial for verification and processing.
  8. Failure to sign the form in blue ink by both parent and vendor - The absence of signatures, use of a different ink color, or having signatures that are hard to read can all lead to the rejection of the report.
  9. Not maintaining copies of completed forms - Vendors are advised to keep copies of all attendance forms submitted. This oversight can cause issues if there is a dispute or need for verification by the Virginia Department of Social Services (VDSS).
  10. Sending the form after the 30-day submission window - Attendance reports must be received by VDSS within 30 days of the service period ending. Late submissions will not be accepted or processed.

By paying careful attention to these common mistakes and ensuring that all parts of the form are filled out correctly and in compliance with instructions, vendors can streamline the process of reporting attendance. This not only helps in timely payment processing but also upholds the accuracy and integrity of attendance records.

Documents used along the form

When managing childcare services, particularly within the framework of the Virginia Department of Social Services (VDSS), it's paramount not only to understand the VA-ECC Vendor Attendance Report form but also to familiarize yourself with the other documents often used in conjunction. These forms and documents are crucial for the smooth operation of childcare services, ensuring compliance with regulatory requirements and facilitating timely payment processes. Let's delve into some of these essential documents.

  • Purchase of Service (POS) Order: This document outlines the details of the service agreement between the vendor and VDSS. It specifies the term, scope of services to be provided, payment terms, and other contractual obligations of both parties. A Purchase of Service Order is foundational for vendors to understand their responsibilities and the expectations of VDSS.
  • Child Enrollment Form: This form collects detailed information about the child receiving care, including personal identification details, medical history, emergency contacts, and any special needs or restrictions. This comprehensive record ensures that caretakers have all the necessary information to provide safe and appropriate care.
  • Child Attendance and Meal Record Log: Similar to the Vendor Attendance Report, this log tracks daily attendance and meal consumption of each child. It helps in maintaining an accurate record for nutritional and billing purposes, ensuring that children receive their meals as per the program guidelines and that vendors can account for the provided meals during reimbursement claims.
  • Incident/Accident Report: In any care setting, documenting any incidents or accidents involving the children is crucial. This form records details about the incident, actions taken in response, and notifications made to parents or guardians. It's an essential part of risk management and maintaining transparency with families about their child's well-being.

Together with the VA-ECC Vendor Attendance Report, these documents form a comprehensive suite of tools that support the effective management and administration of childcare services. Accurate and timely completion and submission of these forms not only facilitate smooth operations but also ensure compliance with state regulations, contributing to the overall quality and safety of child care provision. It's vital for vendors to understand the purpose and requirements of each document to maintain a successful partnership with VDSS and to provide the highest care standard.

Similar forms

The VA-ECC Vendor Attendance Report form is designed for maintaining and reporting attendance records in specific circumstances requiring manual submission. This document shares characteristics and serves purposes similar to other documents in various professional and institutional settings. Below are five similar documents and how they align with the structure and intent of the VA-ECC Vendor Attendance Report:

  • Employee Time Sheet: Similar to the VA-ECC Vendor Attendance Report, employee time sheets capture the start and end times of an employee's workday, including breaks or overtime, to calculate hours worked for payroll purposes. Both forms are essential for accurate record-keeping and ensuring compliance with payment or subsidy agreements.
  • Student Attendance Register: This document is used by educational institutions to track students' daily attendance. Like the VA-ECC Vendor Attendance Report, it records presence, absence, and sometimes the reason for absence, ensuring students meet the required attendance for academic credit. Both documents serve as a record to support administrative and compliance requirements.
  • Project Timesheet: Project timesheets record the amount of time an individual spends on various tasks or projects. Similarly, the VA-ECC Vendor Attendance Report tracks the hours that care is provided. Both are instrumental in resource allocation, billing, and managing productivity in their respective fields.
  • Sign-In/Sign-Out Visitor Log: Visitor logs are used in multiple settings to record the entry and departure times of visitors, similar to how the VA-ECC document records child attendance. Both are critical for security, safety, and regulatory compliance, offering a detailed account of who is, or was, present during a given period.
  • Medical Appointment Log: This log tracks patient appointments, arrivals, and departures in a healthcare setting. Like the VA-ECC form, it documents service periods and is crucial for billing, insurance verification, and ensuring that patients receive timely care. Both forms contribute to operational efficiency and accountability.

Each of these documents, while used in different contexts, shares the common goal of meticulously documenting attendance or participation to support administrative processes, compliance, billing, or safety protocols. The VA-ECC Vendor Attendance Report embodies these principles within the domain of childcare service delivery and vendor payment processes.

Dos and Don'ts

Filling out the VA-ECC Vendor Attendance Report form is a critical task that helps ensure childcare providers are properly compensated for the care and services they provide. To navigate this process successfully, it’s important to understand what steps to take and what pitfalls to avoid. Here is a comprehensive guide split into what you should and shouldn't do when completing this form.

Do's:

  1. Review the entire form before starting: It's crucial to understand all the requirements and information needed to fill out the form correctly.
  2. Use blue ink for signatures: Both the parent and vendor must sign the attendance report in blue ink, confirming the accuracy and authenticity of the information provided.
  3. Provide specific reasons for manual attendance: Only submit manual attendance with valid reasons as outlined in the form instructions, such as POS/IVR issues, VA-ECC card not issued, or retroactive authorization. Include all required details like dates, error messages, and ticket numbers.
  4. Keep a copy for your records: Before sending the original form, make copies for your own documentation. This is important for your records and any future verification needs.
  5. Ensure accurate and complete information: Fill in every line per the instructions, providing detailed and accurate information about the service period, vendor, parent, and child's information.
  6. Send within the deadline: To ensure your attendance report is processed, mail it well before the 30-day deadline from the end of the service period to account for mailing time.

Don'ts:

  1. Submit incomplete forms: Missing information or incomplete forms will be rejected. Ensure every required section is filled out accurately.
  2. Ask parents to sign blank forms: This not only jeopardizes the integrity of the process but could also lead to your termination from program participation. Always fill out the form before obtaining signatures.
  3. Ignore the manual attendance reasons: Submitting manual attendance without a valid reason listed on the form or without required documentation will result in non-processing of the form.
  4. Forget to review the valid reason codes: Make sure to check the reason codes and use them correctly according to the specific situation that necessitates manual attendance submission.
  5. Overlook the signature requirement: Failing to get the attendance report signed by both the parent and the vendor in blue ink can lead to the rejection of the report.
  6. Send original forms without making copies: Once you mail the original forms, they will not be returned. Always keep a copy for your records to safeguard against any discrepancies.

By adhering to these guidelines, childcare providers can navigate the VA-ECC Vendor Attendance Report submission process more smoothly and ensure they are properly compensated for their important work.

Misconceptions

There are several misconceptions about the VA-ECC Vendor Attendance Report form that vendors and parents often encounter. Understanding these misconceptions can help in ensuring that the process of submitting attendance is done accurately and smoothly.

  • Misconception 1: Any attendance form will be accepted regardless of the submission date.

    • This is incorrect. Attendance forms must be received by VDSS within 30 days of the service period. Submissions beyond this timeframe will not be accepted or processed for payment.

  • Misconception 2: Copies of the attendance forms do not need to be made.

    • Contrary to this belief, it is essential to make copies of all completed attendance forms before sending the original forms. VDSS does not return the original documents, so keeping copies is necessary for your records.

  • Misconception 3: Manual attendance can be submitted for any reason.

    • Only three valid reasons allow for the manual submission of attendance: POS/IVR issues, VA-ECC Card issues, and Retroactive Authorization. Any other reasons for manual attendance will not be processed or returned.

  • Misconception 4: Parent signatures are optional for the attendance report.

    • Both parent and vendor signatures in blue ink are mandatory for the attendance report. Failure to include both signatures may result in the rejection of the report.

  • Misconception 5: You can request a parent to sign a blank attendance form.

    • Asking a parent to sign a blank attendance form is not permitted and can lead to termination from program participation. This ensures accountability and accuracy in reporting.

  • Misconception 6: Attendance must be entered for the entire service period only.

    • Vendors should submit attendance only for requested dates within the service period, not for the entire period unless necessary. This helps in maintaining precise and relevant recording.

  • Misconception 7: The VA-ECC Vendor Attendance Report only collects attendance data.

    • Aside from recording attendance, the form requires detailed information regarding service periods, vendor and parent information, and reasons for manual attendance if applicable. This comprehensive data collection supports accountability and the accurate processing of attendance.

  • Misconception 8: Manual attendance is a common requirement for every service period.

    • Manual attendance is intended for specific scenarios and is not a common occurrence for every service period. It should only be used when valid reasons, as outlined in the Vendor Agreement, apply.

Understanding and addressing these misconceptions can greatly improve the process of submitting the VA-ECC Vendor Attendance Report, ensuring compliance with guidelines and facilitating timely payment processing.

Key takeaways

Filling out the VA-ECC Vendor Attendance Report correctly and understanding its use is crucial for vendors providing childcare services. The form is designed to ensure that childcare services are accurately documented and appropriately compensated. Here are key takeaways to remember when dealing with this form:

  • Know the service period: The form requires specifying the start and end dates of the service period, which is typically from the first to the fifteenth of the month or the sixteenth to the end of the month. Only requested dates for attendance should be included, making it essential to accurately record these dates.
  • Fill out vendor and parent information meticulously: This includes the vendor ID, name, address, and phone number along with the parent's name, address, and case number. Accuracy in this section is vital for ensuring that the right parties are billed and compensated.
  • Understand valid reasons for manual attendance: The form lists three valid reasons for submitting attendance manually: POS/IVR unresolved error, absence of VA-ECC card, and retroactive authorization. Attendance reported without a valid reason or lacking necessary documentation will not be processed.
  • Document attendance details properly: This involves recording the date, day, code (representing the type of attendance), time in, time out, and total hours for each child. These details are fundamental for calculating correct payments.
  • Comprehend attendance codes: Familiarize yourself with the codes such as ATT (Attendance), AFD (Absent Full Day), APD (Absent Part Day), HFD (Holiday Full Day), and HPD (Holiday Part Day), which are crucial in defining the type of attendance for each day.
  • Ensure both parent and vendor signatures: In blue ink, both the parent and vendor must sign the attendance report. Missing signatures could result in the report's rejection, delaying or forfeiting compensation.
  • Maintain copies and submit on time: It's important to keep copies of all completed attendance forms before mailing the original. Timeliness is critical, as any attendance report received by VDSS after 30 days from the service period won't be accepted or processed. Mailing completed forms well within this timeframe is advisable.

Understanding these key points when filling out the VA-ECC Vendor Attendance Report ensures that vendor services are correctly documented and that payment for services rendered is processed without unnecessary delays or issues.

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