Transcript IDHS Child Care Telephone Billing System A Faster Way to get Paid What’s it all about: • The IDHS Child Care Telephone Billing System is.

IDHS Child Care
Telephone Billing
System
A Faster Way to get Paid
What’s it all about:
• The IDHS Child Care Telephone
Billing System is an alternative to
mailing the Child Care Certificate to
the local Child Care Resource and
Referral (CCR&R) Agency at the end
of each month
• The Telephone Billing System will
help you get your payments quicker
How it Works
• If you call the Billing System
instead of mailing a Certificate
to your local CCR&R:
– The information gets into the
State’s payment system faster
• No mail delays in getting information
to the CCR&R
• The payment information may be
entered 7 days a week, 24 hours a day
• You get immediate confirmation that
your payment has been entered
How to get started
• All licensed homes and
license-exempt home
providers of approved
cases will be mailed a
Child Care Telephone
Billing Agreement form
• Mail the completed form
to your local CCR&R
Learning the System
• You will be mailed instructions
on how to use the system and
practice certificates to enter
• Call the number listed on the
instructions and enter the
practice certificates
• After you have completed the
practice certificates
successfully, you will be able to
bill for child care over the phone!
Your Password
• After IDHS has confirmed that you
have successfully completed the
practice certificates, you will be
mailed a letter that includes your
payment password
• Keep this number for your records
• Do not share or give your password
to anyone
State of Illinois
Department of Human Services
IMPORTANT CHILD CARE PASSWORD INFORMATION
Date of Notice:
Provider:
Your Password is:
Your Password
Listed above is your password for the Child Care Telephone Billing System toll-free number
1-800-787-9316. TTY callers may dial 1-800-787-9318.
The password listed above is (system will enter one of the messages below)
a new password being issued to you for the first time.
a new password that you requested through the toll-free number.
Please do not share or give your password to anyone. If you forget your password or want to
change your password, call toll-free number 1-800-787-9316. TTY callers may dial 1-800-7879318.
The toll-free number is available 24 hours a day, 7 days a week. All certificate information entered
on the toll-free number is updated once each day at 4:00 AM to our system for payment processing.
Please wait at least 2 working days after you enter your certificate before calling the Payment Inquiry
toll-free number 1-800-804-3833 to check the status of your payments. TTY callers may dial 1-877434-1082.
Remember, if you use the toll-free number, do not mail the certificate to your Child Care Resource
and Referral agency (CCR&R). Both you and the client must sign the certificate before you call the
toll-free number to enter the certificate. Also, you cannot enter your payment information for a
service month until 6:00 AM on the first day of the next month. You must keep the signed
certificate on file at your home for five years.
IL444-4951 (N-2-04)
What You Need
• You will need the following
items before you call in your
billing information:
– Your SSN or FEIN
– Your password
– The Child Care Certificate with all
information completed including
signed by both you and the parent
Call the Billing System
• To submit your billing information,
dial 1-800-787-9316
• TTY callers may dial 1-800-7879318 to access the system
• The Billing System is available 24
hours a day, 7 days a week
Entering Information
• You may enter information either
with the phone key pad or by
speaking the information
– If you reply using the phone key
pad, you must complete the entire
process in the same way.
Speaking to the System
• The system can be
accessed in either
English or Spanish
• Speak slowly and clearly
• Call from a quiet room
Speaking to the System
• Use the phone handset instead of a
speaker phone or hands-free headset
• Use a land line phone instead of
a cell phone
• If you must use a cell phone,
call from a stationary position with a
strong signal
Speaking to the System
• Speak only the requested information
– If asked to say “account information”,
don’t say “I want account information”,
say “account information”.
• If you are having problems, are
calling from a noisy location or don’t
have a good connection, use the
touch-tone keys on the phone
Verifying Your SSN
• The Billing System will ask
for your Social Security
Number (SSN). Enter either
your:
– Social Security Number (SSN)
or your
– Federal Employers
Identification Number (FEIN)
• Be sure to use the same
number you used on the
Child Care Application and
W-9 Form
Verifying Your SSN
• The system will confirm
your SSN is on the State’s
computer system
• If the number is not
correct, or is not listed on
the computer, you must
contact the CCR&R
Enter Your Password
• The system will also ask for
your password. This is the
number that is located on the
letter IDHS sent you
State of Illinois
Department of Human Services
IMPORTANT CHILD CARE PASSWORD INFORMATION
Date of Notice:
Provider:
Test Provider
dba Child Care Center
400 W Law rence Ave
Springfield
IL 62762
Your Password is:
Your Password
Lost/Forgotten
Passwords
• If you have lost or forgotten your
password, or would like to change it
for any reason, you must call the
Telephone Billing System
• You will receive a new password
letter in the mail with your password
information
Address Verification
1420
• If the address on the
certificate is not correct,
you must change it on the
certificate, complete the
billing information
(including signatures) and
mail it to the CCR&R.
• If the address needs to be
changed, you cannot use
the Telephone Billing
System
Address Verification
• The Child Care payment will be
sent to the address listed on the
certificate
When to Bill
• The system will ask if you would
like to enter a certificate for any
of the past four months that
have been approved but not yet
billed for
• You cannot enter information for
a service month before the end
of that month
When to Bill
• The earliest you can bill is 6:00
AM the first day of the following
month
– You cannot enter billing for March
until 6:00 AM April 1 or later
Peak Hours
• The system’s phone
lines may be busy
during peak hours,
between 8:00 AM and
5:00 PM
• To avoid a busy signal,
call after 5:00, early in
the morning or on the
weekend
The First Case
• After you have selected a
month, the system will
state the first case name
• The system will ask you
for attendance information
for each child you are
approved for from the first
family
Eligible Days
• If you are a licensed provider, you
will be asked to confirm the total
number of full time and part time
days the child was eligible for care
during the month of service
• The number of approved eligible days
are listed on the Child Care
Certificate that was mailed to you for
the month
License Exempt
Providers
• License exempt providers will
not be asked about eligible days
• License exempt providers will
only need to enter the number of
days a child received care
Adding Eligible Days
For Licensed Providers
• If the child attended more days than
the number of eligible days, the
telephone system cannot be used
• You must complete and mail the
paper certificate, noting the change
in eligible days and the reason
– For example, increasing the eligible full
time days by 1 due to a school holiday
Reducing Eligible Days
For Licensed Providers
• If the child was eligible for fewer
days than approved, licensed
providers may enter the new number
of eligible days in the system at this
time
– For example, if the child stopped
attending your program before the end
of the month, you may reduce the
number of eligible days
Attended Days
• The system will ask both
licensed and license-exempt
providers for the number of full
time and part time days the
child attended
• This will be repeated for each
child approved in this family
Last Month of Care?
• After you have entered
information on the last child
approved for this case, the
system will ask if you are still
providing care for the family
• If you are not, you must enter
the last day care was provided
Information Review
• The system will then review the
information that was entered
– The month of service and the
number of full time and part time
days entered will be confirmed
Additional Families
• If there are additional families
approved whose billing
information has not yet been
entered, the system will ask
about the next family
• If not, the billing process is
complete for this month
Additional Months
• If the provider is approved for earlier
months that have not been entered
yet, the billing process will start
again for each of those months
• After all months are completed, or if
the provider chooses to skip those
months and enter them at a different
time, the call will end
The Child Care
Certificate
• If you complete the billing by phone,
DO NOT mail the certificate to the
CCR&R
• Both you and the parent must sign
the certificate and all information on
the certificate must be complete
• You MUST keep the certificate for
Five (5) years
Tracking Payments
• You may track the
status of payments
through the IDHS
Payment Inquiry Line
• Call 1-800-804-3833 to
access the system
• TTY callers may dial
1-877-434-1082 to
access the system
Tracking Payments
• The Payment Inquiry Line is
updated every day at 4:00 AM
• Please wait two working days
after entering billing information
before checking the Inquiry Line
for that payment
Tracking Payments
• The Payment Inquiry Line tells
you when a payment was
entered (either through the
Telephone Billing System or by
the CCR&R), when the payment
was approved (vouchered) by
IDHS, and when the
Comptroller’s office mails the
check to you
Tracking Warrants
• You may also determine the
status of a check (also called a
Warrant) by visiting the
Comptroller’s website at:
www.illinoiscomptroller.com
Click on the “Vendor Payment” button
on the far left side of the screen
<<Financial Queries>>
Cash Balance
Contracts
Expenditures
Grants
Revenues
Vendor Payments
Warrant Inquiry
<<Office Links>>
Home
Enter Vendor TIN
Click Here
Tracking Warrants
• Enter your Social Security
Number and click on the “OK”
button
Comptroller’s Vendor
Enter Your
Login Screen
Social Number
Security
Click “OK”
Tracking Warrants
• Click on the “Payments” button
Comptroller’s Vendor
Summary Screen
Click
Tracking Warrants
• Scroll to the bottom of the
screen and click on the “Find
Warrants” button
Comptroller’s Vendor
Warrants Screen
Scroll
Down
To
Bottom
Click Here
Tracking Warrants
• Information will show for all checks
written to you for the current fiscal
year
• The warrant number, the zip code it
was mailed to, the date it was
issued, the amount and the status
(Date Cashed or Outstanding, if not
yet cashed) will be listed
Check
Zip Code
Payment Status:
Check Mailed To
Date Cashed or
Number
“Outstanding”
If Not Cashed
Date Check
Was Written
Check
Amount
Get Paid Even Faster!
• Have your Child Care
payment deposited
directly into you bank
account. Your payment
will get to you even
sooner!
• Click on the “Direct
Deposit” button on the
Comptroller’s Vendor
Login screen or call 217557-0930 to learn more
Comptroller’s Vendor
Login Screen
Click Here
Thanks for learning about the
IDHS Telephone Billing System.
We appreciate your continued
partnership and for sharing our
mutual interest in providing
quality child care services
Slide show developed by Michael Garner-Jones