LAW
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Ohio Laws and Rules
(A) The JFS 01140 “Certificate of Authorization for Payment of Publicly Funded Child Care Services (COAP)” (rev. 01/2007) shall be issued to a caretaker who chooses to use the child care services of a provider who is certified or licensed but who has not entered into a contract with the county department of job and family services (CDJFS) using the JFS 01224 “Contract for Purchase of Publicly Funded Child Care Services” (rev. 01/2008). The CDJFS shall ensure the following when authorizing child care services using the JFS 01140:
(1) The JFS 01140 shall be issued directly to the caretaker.
(2) The JFS 01140 shall be of the same value as other child care services purchased by the CDJFS in accordance with Chapter 5101:2-16 of the Administrative Code.
(3) Funds paid to the provider by use of the JFS 01140 are a benefit to the caretaker and not assistance to the provider.
(4) The JFS 01140 may be taken to any certified or licensed provider and it will serve as the contract between the CDJFS and the provider.
(5) Payment for reimbursable services provided by use of the JFS 01140 shall be issued directly to the provider.
(B) The JFS 01140 shall be valid and may be used to purchase child care during one CDJFS billing cycle, after signature by the provider and the provider’s receipt of the validation number from the CDJFS. If the family chooses to continue using a JFS 01140 with the same provider, a new JFS 01140 will be provided to the family for each subsequent billing cycle during which the family remains eligible for services.
(C) Upon receipt of the JFS 01140 the child care provider shall contact the CDJFS to receive a number which will validate the certificate. The provider shall enter the validation number in the space provided on the certificate. A validated certificate, when submitted after the authorized child care services have been provided, shall serve as the provider’s invoice to the CDJFS and as the terms of service agreement between the CDJFS and the provider.
(D) When the CDJFS is contacted by the provider requesting validation of the certificate, the CDJFS shall determine whether the provider is eligible to receive public funds, including border state child care providers that are licensed, certified, or otherwise approved by that state to provide child care services. If the provider is determined to be eligible to receive public funds, the CDJFS will assign the provider a unique validation number. The CDJFS may choose to renew or carry forward a validation number for a provider which continues to provide care for a specific child, rather than providing a new validation number for each billing period.
(E) When the CDJFS is following validation procedures prescribed in this rule and it is determined that the child care center, type A family child care home or school child care center has filed its application for license renewal within the timeframe and manner prescribed under section 5104.03 of the Revised Code but the Ohio department of job and family services (ODJFS) and the Ohio department of education (ODE) have not acted on the application for renewal, the CDJFS may still issue a validation number for a JFS 01140. The CDJFS shall verify licensure status by contacting the ODJFS field office licensing staff or ODE. The child care center, type A family child care home or school child care center, pursuant to section 119.06 of the Revised Code, is still able to operate as a licensed business pending licensure renewal by ODJFS or ODE.
(F) When the CDJFS is following validation procedures prescribed in this rule and it is determined that the child care center, type A family child care home, approved child day camp, or school child care center has not submitted its application for renewal within the timeframe and manner prescribed under section 5104.03 of the Revised Code, the CDJFS may still issue a validation number for a JFS 01140. The JFS 01140 shall be terminated on the same date the child care center’s, type A family child care home’s, or school child care center’s license expires, unless the center or type A family child care home has applied for and secured an initial license prior to the expiration date of the current license. The CDJFS shall verify licensure status by contacting the ODJFS field office licensing staff.
(G) Upon receipt of notification that the child care center, type A family child care home, school child care center, or approved child day camp has changed ownership or has moved to a new location, the CDJFS shall no longer issue a validation number based upon the licensure of the former owner or licensure at the former address. The CDJFS may issue a validation number when the new owner’s or current owner’s license has been issued by ODJFS or ODE.
(H) When ODJFS determines that a child care license, type A family child care home license or school child care center license will not be renewed or that an existing license will be revoked, ODJFS or ODE will notify the CDJFS of the department’s intent to deny the application or revoke the existing license. Upon receipt of such notification the CDJFS may share this information with the caretaker who can determine if they wish to continue using the JFS 01140 at the licensed center or type A family child care home pending the completion of the Chapter 119. administrative review process.
(I) If it is determined that a provider is not certified, licensed, or pending licensure renewal pursuant to paragraphs (E) and (F) of this rule, the CDJFS will not assign a validation number. The CDJFS shall contact the family and follow parental choice procedures as described in rule 5101:2-16-07 of the Administrative Code.
(J) The CDJFS shall maintain a list of providers, the validation numbers assigned to them and the date the validation number was issued to verify the authenticity of the certificate when submitted for payment.
(K) The provider shall provide all required information and submit the JFS 01140 according to instructions from the CDJFS.
(L) The provider shall not provide child care services until the validation number has been received from the CDJFS and the provider has entered the validation number and the date the validation number is received along with a signature on the JFS 01140.
(M) The provider shall sign and date the JFS 01140 after providing all child care services for the term of the contract and shall secure the signature and date of signature of the caretaker.
(N) Reimbursement for child care services provided shall be made only to the provider who presents a valid JFS 01140 or another form of billing for services recognized by the CDJFS. The CDJFS shall not reimburse the family receiving child care services.
(O) Payment of the JFS 01140 shall be made to the provider according to the normal cycle of payments authorized by the CDJFS.
(P) Payment to the provider shall be made at the lower of the rate customarily charged by the provider or the reimbursement ceiling established by ODJFS pursuant to rule 5101:2-16-41 of the Administrative Code, minus the family’s copayment if required under rule 5101:2-16-39 of the Administrative Code.
(Q) Payment for services authorized by the JFS 01140 shall be contingent upon the availability of state and federal funds.
(R) Providers who provide child care services under the JFS 01140 are required to:
(1) Secure and maintain appropriate licensure or certification.
(2) Retain all records pertaining to the provision and reimbursement of child care services under the JFS 01140 for at least three years after the end of the period covered by the JFS 01140 or until the conclusion of any legal or fiscal action involving the records which was initiated prior to the end of the three year period.
(3) Make records available at all reasonable times for inspection, review or auditing by any county, state or federal entity.
(4) Maintain such reports in the form and containing such documentation or information deemed necessary by the CDJFS and/or ODJFS as supported by federal and/or state reporting requirements in statute or rule.
Effective: 07/01/2008
R.C. 119.032 review dates: 02/01/2012
Promulgated Under: 119.03
Statutory Authority: 5104.38, 5104.30
Rule Amplifies: 5104.32
Prior Effective Dates: 10/1/92, 9/1/93, 10/15/96, 1/1/99, 5/12/02, 7/1/03, 2/1/07