Kansas Providers Accepting DCF

[craftymissbeth]

For those in Kansas who accept state subsidy payments from DCF, how often do they do random audits? and what does that mean? what do they look for?

I was approved to accept DCF payments about a month ago, but never received anything from efunds to set up my account. I called DCF just now, but the person I spoke to first asked if I called efunds (no, because I have no idea how to get ahold of them) and then asked why I didn't look for the number from my handbook (oh you mean the one I never received and didn't even know existed?). She kind of argued with me for a minute that I had to have received a handbook and that I'm at a huge risk for being terminated from accepted DCF because if they find out I don't have one during a random audit I'll get in trouble.

Now I'm like, seriously, ANOTHER agency to show up at my door whenever they want to to audit me?! So I just wanted to see how often it even happens and what they even look for.

[Blackcat31]

Did they send you the handbook then?

Gotta love how YOU have to follow protocol and rules set forth by DCF but they don't have to observe their own rules..

I was reading your DCF handbook and I have to say your state is the only one I've run across so far that allows you (the provider) to bill the parent IN ADVANCE of services!

[craftymissbeth]

Right?! She's going to mail it to me.

I've read the handbook online so I never thought I'd need a hardcopy here in order to be in compliance. Although, apparently I didn't retain much of the info in here

I'm happy that the rules with DCF here really aren't bad at all. I'm glad that I can do pretty much whatever I want as long as it's in the contract that DCF has seen and approved.

[cara041083]

I had signed up for it and then decided it was way to much work for me. To my knowledge, they come out every 90 days, and you can get a handbook online that lists all the extra things that you have to do (you may already do them) You also have to have a land line and rent the terminal from efunds. but I know for sure you can download it from the web site. There is alot of rules and paperwork that you have to keep up on as well as the state stuff. Hope that helps but here I only have 6 kids so for me it wasn't worth all the extra stuff.

[craftymissbeth]

I had signed up for it and then decided it was way to much work for me. To my knowledge, they come out every 90 days, and you can get a handbook online that lists all the extra things that you have to do (you may already do them) You also have to have a land line and rent the terminal from efunds. but I know for sure you can download it from the web site. There is alot of rules and paperwork that you have to keep up on as well as the state stuff. Hope that helps but here I only have 6 kids so for me it wasn't worth all the extra stuff.

Yeah I honestly don't want them coming out every 90 days. A lot of providers don't mind getting visits from licensing, food program, etc. but it bothers me for some reason.

I don't have to rent a terminal, thank goodness. Clients can just pay using their ebt card online or by telephone. I'll need to reread it because I don't have a landline and I have no intention of having one.

I only have 2 clients and I'm not going to take on anymore. Unfortunately, one of my clients said I either need to accept DCF or she's going to go somewhere else that does. DCF hardly approved her for anything, but I do understand that even a small amount can help them.

Ugh, so frustrating.

[NoMoreJuice!]

If it makes you feel any better, I had a contract with DCF for two years and never had an audit. I did have to keep a detailed sign in/sign out log, which I'm sure they would have checked against their records. DCF is a HUGE HUGE HUGE pain in the butt regarding communication. My advice is to keep a journal of every person's name (ask for first and last) and department when you speak to one of them. A lot of times they will pretend they have no idea what planet you're on.

Another piece of advice is to require your parents to give you a confirmation number on the 1st of every month proving that they transferred the money. When they call the 1-800 number on the back of their card, the automated system will give them a confirmation number. The first few times, the parents and I did it together. Then I let them handle it and it started getting transferred on the 5th...then the 10th...then the 15th...then the 20th...

By the way, the KC DCF office would not allow me to charge parents in advance, and gave me so much grief over my contract that I finally told them to shove it. I will never work with them again...they made me feel like a criminal that was out to gouge "poor single mothers" for every dime they had. I am unbelievably happier with private paying parents, and I'm fortunate there's no shortage of them here. I know that's not the case in every area, and I also think it's a very valuable service that many parents truly need. Good luck to you, and hope you get everything hammered out!

[Cradle2crayons]

I've been accepting state subsidy for a few years now. 2 of my kids have it and a third has applied and are awaiting an answer on if they will qualify financially.

When I first started...we were required to have a landline so parents could call a number at drop off and pick up to log attendance and then I had to keep a paper log also.

After about six months they decided not to do the parents phoning thing (thank you big man above!!!! It was a huge pita) and now all we have to do is go online by the fifth of the month after care and put in attendance electronically. We aren't required to keep any other records. After I put in attendance, I print the sheets showing reimbursement in each child's file.

I was never audited in the beginning and have yet to be audited at all so far. I'm legally unlicensed but I'm registered with the state to accept subsidy.

[Meeko]

Did they send you the handbook then?

Gotta love how YOU have to follow protocol and rules set forth by DCF but they don't have to observe their own rules..

I was reading your DCF handbook and I have to say your state is the only one I've run across so far that allows you (the provider) to bill the parent IN ADVANCE of services!

I get paid in advance too!

Parents have me fill out a form when they enroll. I state my rates and how many hours the child is expected to be in care. Funds are issued on their card before they start daycare. The parent transfers the money over the phone and it goes directly into my bank.

If funding takes a while (can be up to 30 days) but care is needed asap, the parent has to pay and I then refund them when I get the state money.

[cara041083]

Not that this helps but also I am friends with the fire Marshall here. She also advised me not to accept dcf. She said that you will have a hard time getting paid. For example: if you charge 140 a week, but the state only pays you 2.75 an hour (they have a chart they go by) then it's the parents responsibility to pay the difference. If they dont, then you will have a hard time collecting because on the eyes of the state/court you got paid. This is what she told me, I personally do that have any experience with it. So if you do it I would check and make sure you can still collect the difference if you get stiffed.

[craftymissbeth]

I have it in my contract that regardless of the payment method, the full amount is due each week... so hopefully that covers me.

I've gone a year thinking I'd never accept DCF payments, but I really don't want to lose this family. I have had two potential families that wanted to only pay what DCF gives them. One was a 4 yo who needed 50+ hours a week and only wanted to pay $75 The other was three children who needed 2nd shift until after midnight including weekends and she only wanted to pay less than $200 a week

I've learned very quickly that the people paying with DCF think they should only have to pay what DCF gives them and it's ridiculous. It's only meant to help out.

Anyway, one thing I can't figure out from the handbook is whether I need sign-in/out for all children in care or just for DCF clients. It doesn't specifically say only DCF clients, so I'm confused. I just recently stopped doing sign in/out sheets so I guess I'll have to go back to that.

Do they inspect my home? or just the DCF paperwork?

[cara041083]

I was told that you can't do anything different with a dcf family that you don't do with your regular ones. So just to be on the safe side I would sign them all in and out until you know for sure. As for the home I'm not sure. I don't think they would. But I don't want to give incorrect advice