Child Care Service Billing

Child Care Billing - (SCD 1755B_

The SCD 1755B is to be completed by the child care provider. The Associate Employment Counselor (AEC)/Employment Counselor (EC) must make sure all appropriate sections are filled out, including the signature and date. The signature on the SCD 1755B cannot be prior to the last day of the billing month.

The AEC/EC will process the SCD 1755B and initial the “County Use Only” section.

Note: Until TrustLine (TL) is cleared, the child care provider who is pending TL clearance should maintain records of child care provided in order to bill and be paid once TL is cleared.

CalWORKs Child Care Reimbursement Report - (CCP 2145)

The CCP 2145 is the equivalent of the SCD 1755B. Page one of the CCP 2145 is to be completed by the parent. Pages 2-3 are to be completed by the child care provider. The signature date on the CCP 2145 cannot be prior to the last day of care. 

Note: The times and hours on page three of the CCP 2145 can be rounded to the nearest quarter hour (15-minute increments).

The CCP 2145 may be utilized for Stage One Child Care reimbursements, which is automated in the California Statewide Automated System (CalSAWS). CalSAWS generates a monthly batch job, usually 10 days prior to the end of the month, and mails the CCP 2145 to clients with an active child care certificate.

Note: The CCP 2145 was intended to replace the SCD 1755B as of May 2024. Although the CCP 2145 is being accepted, the SCD 1755B remains the official child care billing form until further notice.  Only one form needs to be completed for reimbursement. 

Parent Signature Requirements on the CCP 2145

Senate Bill (SB) 140, signed into law on September 13, 2023, allows for child care attendance records or invoices (e.g., CCP 2145, SCD 1755B) to be processed without a parent’s signature when ALL of the following conditions apply:

1. The parent has not communicated with the provider for a minimum of seven consecutive days, and
2. The provider has notified the AEC/EC of the parent’s lack of communication, and
3. The AEC/EC has documented on the Journal Detail page in CalSAWS the provider’s unsuccessful attempts to collect the parent’s signature.

Published Plan

A plan for timely child care payments is published in the Guide to Child Care Services for CalWORKs Families and Providers, Licensed Provider Certification/Registration and Changes (SCD 1752), and License-Exempt Home Certification/Registration and Changes (SCD 1753) for child care providers to access and reference. The plan includes all of the following:

• Child care reimbursement payments will be made within 21 calendar days of the submission of a completed attendance record or invoice. If the AEC/EC is unable to make the payment within 21 calendar days due to extenuating circumstances, the child care provider will be notified within three business days of the AEC/EC becoming aware of the circumstances causing the delay of reimbursement payment.
• If a provider submits an attendance record or invoice for multiple children, and not all individual attendance records or invoices within the submission include adequate information to provide a payment, payments will not be withheld for those that do include adequate information to process a payment.
• A schedule for the payment of child care services.
• Procedures for child care overpayments and underpayments including the child care provider's written consent to recover overpayments.

Incomplete SCD 1755B/CCP 2145

When the SCD 1755B/CCP 2145 is incomplete, the AEC/EC cannot process the payment. The form must be sent back to the client along with the Request for Attendance/Child Care Information (SCD 2549), explaining what needs to be completed, corrected, or any additional information needed. The form is considered incomplete as follows:

Incomplete if missing	SCD 1755B	CCP 2145
Provider's signature and correct date	X	X
Child Care hours/days/weeks/month/rates	X	X
Name of child(ren)	X	X
Parent’s signature and correct date Exception: The child care provider was unsuccessful in collecting the parent's signature, and the parent has not communicated with the provider for a minimum of seven consecutive day, and the provider has notified the AEC/EC of the parent’s lack of communication.		X
Attendance Time-In and Time-Out Sheet (Daily Sign In and Daily Sign Out) on page 3 of the CCP 2145. Note: If a child has a split schedule, the middle 'Time In AM/PM' and 'Time Out AM/PM' columns, with the provider's initials must also be completed.		X

 

If missing information can be obtained by telephone, the form does not need to be returned to the client and payment can be processed. All actions must be documented in the Journal Detail page in CalSAWS.

Payment Processing

Payment should be made upon receipt of the SCD 1755B/CCP 2145, but no later than 21 calendar days from the submission of the completed SCD 1755B/CCP 2145.

If the AEC/EC is unable to make payment within 21 calendar days due to extenuating circumstances, the impacted child care provider will be notified within three business days of the AEC/EC becoming aware of the circumstance causing the delay of reimbursement payment. Extenuating circumstances include, but are not limited to, an emergency or payment system malfunction. The AEC/EC must notify the child care provider and the client via email, text message, phone call, phone message, or other forms of communication regarding the delay in the child care payment. The AEC/EC must document all contacts with the client and provider on the Journal Detail page in CalSAWS. 

If a child care provider submits SCD 1755B/CCP 2145 for multiple children, and not all individual attendance records or invoices within the submission include adequate information to process a payment, payments will not be withheld for those that do include adequate information.

Adjustments

When the payment to the provider is different than the amount billed by the provider, the AEC/EC must issue the Child Care Payment Adjustment (SCD 1736) to the client. Additionally, if the child care provider returns the Child Care Provider Overpayment Notice and Consent (SCD 1788) and opts to repay the overpayment by child care payment reduction, the SCD 1736 must be issued to the client when processing the Overpayment Adjustment in CalSAWS. Refer to CWES Overpayment Procedures. On the SCD 1736:

• Enter the month the adjustment is for.
• Enter the dollar amount you are issuing.
• Under “Here’s Why”, check the appropriate box followed by the number of hours or weeks.
• If appropriate, complete the computation in the right hand column.

The AEC/EC must contact the provider, and inform them that there is a change in payment. If appropriate, the AEC/EC may discuss payment calculations or adjustments with the provider while keeping the client’s personal information confidential. The AEC/EC must advise the provider to obtain detailed information from the client. All contacts with the provider must be documented by the AEC/EC on the Journal Detail page in CalSAWS. It is the client’s sole responsibility to communicate any changes in their child care to the provider.