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Child Care Reporting--Monthly Hours of Care


Total Hours of Care This Month

Description

The Total Hours of Care This Month is the total number of hours of child care for which payment was required for this type of care for the specified contract (program code) during the report month.

Where to Find It

  • On the CD-9600 form, look in box 10, "Hours of Care per Day" in Section IV, "Data on Children."

Important: The CD-9600 form records the weekly hours of child care. To calculate the monthly hours for a child receiving care based on certified hours or a child who has the same schedule each week, multiplying the weekly hours by 4.33; round the result to the nearest whole number.

Or

  • On the CDE Notice of Action (CD-7617 form), look in the box “Enter Approved Hours of Enrollment” in Section 4, “Approved Child Care Services.”
    Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file, and the hours of care have changed, enter the updated information.

Important: The CD-7617 form records the weekly hours of child care. To calculate the monthly hours for a child receiving care based on certified hours or a child who has the same schedule each week, multiplying the weekly hours by 4.33; round the result to the nearest whole number.

Example of calculating monthly hours: Pat is in child care at the LMN Day Care Center and is approved for 30 hours each week. Pat's total monthly hours are 129.90 (30 hours x 4.33). This amount is rounded to the nearest hour. The total reported amount is 130.

Rules and Guidelines

  • This information is required.
  • Important: Enter the hours of care for the reporting month; do not enter weekly hours.
  • Round to the nearest hour. Do not enter partial hours or minutes.
  • The total hours of care must be greater than zero for a child who received services. If there are no hours for this child's services, the information must be excluded. See the CDD-801B Step-by-Step Instructions for information on how to exclude a family, child, or type of care from a report.
  • Count all hours during the month, including those where the child did not attend, but were excused and therefore reimbursable under the contract's funding terms and conditions.
  • To calculate the hours of care we define a variable schedule as Actual Clock Hours. Examples of this could be a timesheet or a sign-in sign-out sheet. We define a regular schedule based on certified hours of need as Authorized Clock Hours. An example could be contracted hours or approved hours.

Error Messages and Solutions

The Total Hours of Care This Month is required for [Program Code]. [801B]
Problem

The Total Hours of Care This Month is blank.

Solution

Enter the Total Hours of Care This Month.

The Total Hours of Care This Month must be greater than zero. [801B]
Problem

The Total Hours of Care This Month entered is zero.

Solution

Enter the Total Hours of Care This Month.

The Total Hours of Care This Month can only contain whole numbers. [801B]
Problem

The Total Hours of Care This Month for the Program Code has a decimal point or letters. The number of hours should be rounded to the nearest whole hour.

Solution

Confirm that you have entered the Total Hours of Care This Month rounded to the nearest whole hour.

The Total Hours of Care This Month for [child's name] exceeds the maximum hours a child can receive in a month. [801B]
Problem

The hours of care for this child's care is more than 713 hours (23 hours a day x 31 days in the month), which exceeds the maximum number of hours of care a child can receive in a month.

Solution

Review the child's file to determine the correct hours of care for this child's care and enter the corrected amount.

The Total Hours of Care This Month for [child's name] exceeds the maximum hours a child can receive in a month for all types of care listed. [801B]
Problem

There is more than one provider listed for this child and the total hours of care from these providers adds up to more than 713 hours (23 hours a day x 31 days in the month), which exceeds the maximum number of hours of care a child can receive in a month.

Solution

Review the child's file to determine the correct hours of care for this child's care and enter the corrected amount.

FAQs About the Total Hours of Care This Month

Question 1

I have a child who is enrolled for 75 hours per month, but for this particular month, was only here for eight (8) hours. Should I put 75 hours or 8 hours for total hours of care?

Answer

We want the hours of care related to what the state will reimburse or will be required to reimburse (if payment has not yet been made) the agency for that child's care for the report month. For center-based contractors, if during this specific month the child's schedule was different and only 8 hours was reimbursable, the answer is 8. If it was an AP situation and the actual billed hours from the provider were 8, then enter 8. Or it could be an AP situation where your agency was required to pay the provider for 75 hours. In that case, enter 75.

Question 2

I have a child who is enrolled for 180 hours per month, but for this particular month, did not receive any services at all. Should I report them or exclude them from the report?

Answer

If the child did not receive any services in the sampled month, they must be excluded from the report. If this is the only child listed for the family, you must exclude the family from the report. If there are other children listed for this family who did receive services that month, you need only exclude the one child.

Questions:   CDMIS Staff | cdmis@cde.ca.gov | 916-445-1907
Last Reviewed: Thursday, January 14, 2016

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