June 17, 2014 - Child Care Payment Update

IDHS continues to fine tune the Child Care Management System launched on January 14, 2014. We are doing our best to keep providers informed on the progress of payments. We are also working hard on correcting payment errors that occurred in recent weeks.

To find out when your payment was entered, you can use 800-804-3833. That number will usually tell of entered payments the working day after entry, approval of a payment the working day following the approval, and generally will tell about issue of a payment two working days after the issue. Unfortunately, 800-804-3833 has not been working this month for all providers. Later in this call we will give you some web site that you can use to see approved and issued payments. Licensed providers must enter the IVR case numbers to hear information on their payments. Please refer to the most recent child care certificate or other child care case information for the IVR number.

If you have a question regarding a redetermination, approval, address change, certificate needed, the number of days entered in for a payment, and many other questions, you will need to contact your child care office that takes care of your case. Also, contact the child care office that handles the case for any payment that was issued but was not received, or for those returned undeliverable to The Office of the Comptroller.

For this program, we draw our Federal Child Care funds in the middle of the month each month which allows us to approve and issue the majority of the payments. Some months we still have funds from the previous month that allow us to approve some payments early in the current month. For June we did not have carry-over funding. Our mid-month funding is becoming available on June 13th. On Friday night June 13th many payments entered on May 29th, May 30th and SOME of the payments entered on June 2nd were approved by DHS. On Monday night June 16th, most of the remaining payments entered on June 2nd not already approved were approved, along with most of the payments entered on June 3rd, and some payments entered on June 4th. On Tuesday night June 17th, DHS should be approving payments entered on June 4th, June 5th, and SOME payments entered on June 6th. With funding now available, other payments waiting to be approved should become approved throughout the remainder of this week and into the remainder of June. Some payments require extra technical work to process the payments which can cause delays on the approval of those payments.

For issued payments, most of the payments that were approved by DHS on June 13th, were issued by The Office of the Comptroller on Monday June 16th. With funding being available, payments should continue to be issued about one to three working days after the payment is approved throughout June.

We realize there are some isolated problems with approved and issued payments lately that did not calculate correctly. A resolution and a reimbursement process was mailed in late March. The letter that was mailed can also be viewed on the DHS web site of: www.dhs.state.il.us. For those payments that had incorrect co-pay deduction, DHS has started to reimburse the amount owed as an add-on to the case(s) effected. Providers should have seen the reimbursement on payments issued in May. We also realize there continues to be some issues with union deduction still being too high for some providers. DHS has reviewed the deductions, and for those providers with too large of a deduction in past union payments, providers should start to see an adjustment of much lesser deduction to their payments until the total amount owed is covered.

The child care payment process is 3 Steps. Your payment is entered into the child care system, when funding is available, and the system has no errors the payment is approved by DHS. After the payment is approved, generally the payment will be issued by The Office of the Comptroller 1-3 working days after the approval. Paper checks are mailed the next working day after being issued. Direct Deposit and debit card payments are in accounts 2 working days after issue. Weekends and holidays are not working days.

To follow payments via the internet, you can see approved payments at: www.dhs.state.il.us

  • Go to tab: FOR PROVIDERS
  • Click on: Payments
  • Click on: Provider Payment Inquiry
  • Enter: SS# or FEIN
  • Click on: Submit
  • CVR date is the approved date
  • Correct issue date will appear two working days after being issued

To see if a payment has been issued by the Office of the Comptroller use:illinoiscomptroller.gov

  • Go to Financial Inquiries (tab at top of the page)
  • Click on Vendor Payments
  • Enter SS# or FEIN
  • For the next two pages click on the Gray Boxes at bottom of page (Payments and Find Warrants)
  • Most recent issued payment will be listed at top of the page.

The Child Care information phone Line is (217) 524-9041. Check back for more updates in the next few days. Thank You