Important Updates: Parent Signatures, Reimbursements, Family Fees, Notices to Providers
August 13, 2020
Dear Parents and Providers,

4Cs of Alameda County would like to thank you for your patience, flexibility, and efforts in supporting children and families during this incredibly difficult time. We acknowledge there have been many policy and procedural changes, some coming to us late and after the fact. We appreciate your understanding that we are making an effort to get information out to families and providers as soon as we receive it. Last week, the Agency was notified of changes to the following:
o  Parent signatures on attendance records
o  Reimbursement for Distance Learning
o  Family Fees
o  Notices to the Providers
In July there were concerns regarding parent signatures on monthly attendance records for alternative payment providers. The CDE, ELCD engaged with the Legislature and the Administration on a solution to modify the requirements for parent signatures on the monthly attendance record/invoice that are provided by Education Code (EC) Section 8221.5.

On August 7th 4Cs was notified by CDD/ELCD the following:

PARENT SIGNATURES ON ATTENDANCE RECORDS
Effective July 1, 2020, 4Cs of Alameda County will not withhold reimbursement to providers on the basis of attendance records and/or invoices not having a parent or guardian’s signatures if:
(1) The provider attempts to collect a signature on the monthly attendance record or invoice, and
(2) The parent or guardian is unable to sign due to the COVID-19 pandemic. Providers must continue to submit attendance records and/or invoices in accordance with current reporting policies.
Any attendance record received without parent signature must include documented attempts made by the provider to contact the parent. The documentation must include:
  • The date and time of the contact(s)
  • The name of the parent or other authorized adult contacted
  • The specific information provided or discussed with the parent or other authorized adult
  • If the attempts to contact the parent or other authorized adult were unsuccessful, the documentation must include if a message was left and when a follow-up call will be made

DISTANCE LEARNING REIMBURSEMENT
School districts throughout the State of California are beginning the school year with distance learning which does not provide supervision for the children. Child care providers will be reimbursed for care during the time a school-age child is participating in K-12 distance learning and attending their child care program or provider during the typical school hours. If the child is participating in a hybrid model (in-person instruction and distance learning) the provider may only be reimbursed for the time that the child is not receiving in-person instruction. 
In addition, effective July 1, 2020, and until funding is exhausted, 4Cs will reimburse providers, including license-exempt providers, based on the families’ certified need regardless of attendance.  

FAMILY FEES
On July 28th 4Cs was notified by CDD/ELCD that the Agency must immediately suspend collecting any family fees for the month of August and must notify families and providers that the fees for July and August have been waived. In addition, the Agency will not dis-enroll families for non-payment of family fees until further guidance is released from the CDE.
4Cs notified Parents that the fees have been waived for July and August and Providers shall refund the family fee to the parent, and document on the back of July’s Attendance Record that the refund was made. The agency would reimburse the Provider the certified maximum hours of care, including the family fee usually paid by the parent. 
We received that notice about the same time we had just completed notifying families that fees would resume in July and what their new fee would be based on the new fiscal year income guidelines. We understand receiving multiple phone calls regarding the family fees may have been confusing. At this time, family fees are waived until September 1st and you will be informed ONLY if that date changes.

NOTICES TO PROVIDERS
Effective July 1, 2020, AP contractors must, at the same time families are sent a Notice of Action (NOA), send a written notice to the AP child care provider. Specifically, the provider must be notified of any changes to reimbursement amounts, change in certified need, increase or decrease in family fees, disenrollment of services, and when the family change providers.
In the past the NOA was considered confidential and the agency was unable to mail a copy to the Provider. However, effective July 1, 2020, it is not considered a breach of confidentiality as it is a means to administer the programs. Effective July 1st, 4Cs will be sending the same notice to the parent and the provider if it affects any of the changes listed above.  

We hope this clears up any miscommunication and, as always, please call or email us if you have any questions or concerns.
Andrea M. Finley-Browne
Supervisor, Payment Programs (Oakland)
(510) 921-3375
Sally Chou
Manager, Payment Programs (South County)
(510) 584-3128

Paulene McCarthy
Director of Programs
(510) 383-3909