IDHS Child Care Telephone Billing System

1
IDHS Child Care Telephone Billing System

• A Faster Way to get Paid

2
Whats 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 (CCRR) Agency at the end of each month
• The Telephone Billing System will help you get
  your payments quicker

3
How it Works

• If you call the Billing System instead of mailing
  a Certificate to your local CCRR
• The information gets into the States payment
  system faster
• No mail delays in getting information to the
  CCRR
• The payment information may be entered 7 days a
  week, 24 hours a day
• You get immediate confirmation that your payment
  has been entered

4
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 CCRR

5
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!

6
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

7
Your Password
8
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

9
Call the Billing System

• To submit your billing information, dial
  1-800-787-9316
• TTY callers may dial 1-800-787-9318 to access the
  system
• The Billing System is available 24 hours a day, 7
  days a week

10
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.

11
Speaking to the System

• The system can be accessed in either English or
  Spanish
• Speak slowly and clearly
• Call from a quiet room

12
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

13
Speaking to the System

• Speak only the requested information
• If asked to say account information, dont say
  I want account information, say account
  information.
• If you are having problems, are calling from a
  noisy location or dont have a good connection,
  use the touch-tone keys on the phone

14
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

15
Verifying Your SSN

• The system will confirm your SSN is on the
  States computer system
• If the number is not correct, or is not listed
  on the computer, you must contact the CCRR

16
Enter Your Password

• The system will also ask for your password. This
  is the number that is located on the letter IDHS
  sent you

Your Password
17
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

18
Address Verification

• 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 CCRR.
• If the address needs to be changed, you cannot
  use the Telephone Billing System

1420
19
Address Verification

• The Child Care payment will be sent to the
  address listed on the certificate

20
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

21
When to Bill

• The earliest you can bill is 600 AM the first
  day of the following month
• You cannot enter billing for March until 600 AM
  April 1 or later

22
Peak Hours

• The systems phone lines may be busy during peak
  hours, between 800 AM and 500 PM
• To avoid a busy signal, call after 500, early in
  the morning or on the weekend

23
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

24
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

25
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

26
Adding Eligible DaysFor 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

27
Reducing Eligible DaysFor 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

28
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

29
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

30
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

31
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

32
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

33
The Child Care Certificate

• If you complete the billing by phone, DO NOT mail
  the certificate to the CCRR
• 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

34
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

35
Tracking Payments

• The Payment Inquiry Line is updated every day at
  400 AM
• Please wait two working days after entering
  billing information before checking the Inquiry
  Line for that payment

36
Tracking Payments

• The Payment Inquiry Line tells you when a payment
  was entered (either through the Telephone Billing
  System or by the CCRR), when the payment was
  approved (vouchered) by IDHS, and when the
  Comptrollers office mails the check to you

37
Tracking Warrants

• You may also determine the status of a check
  (also called a Warrant) by visiting the
  Comptrollers website at
• www.illinoiscomptroller.com

38
Click on the Vendor Payment button on the far
left side of the screen

Cash Balance Contracts Expenditures Grants Revenue
s Vendor Payments Warrant Inquiry
Click Here

Home
Enter Vendor TIN
39
Tracking Warrants

• Enter your Social Security Number and click on
  the OK button

40
Comptrollers Vendor Login Screen
Enter Your Social Number Security
Click OK
41
Tracking Warrants

• Click on the Payments button

42
Comptrollers Vendor Summary Screen
Click
43
Tracking Warrants

• Scroll to the bottom of the screen and click on
  the Find Warrants button

44
Comptrollers Vendor Warrants Screen
Scroll Down To Bottom
Click Here
45
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

46
Zip Code Check Mailed To
Payment Status Date Cashed or Outstanding If
Not Cashed
Check Number
Date Check Was Written
Check Amount
47
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
  Comptrollers Vendor Login screen or call
  217-557-0930 to learn more

48
Comptrollers Vendor Login Screen
Click Here
49

• 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