Purpose
Ensure weekly Child Care Assistance Program (CCAP) subsidy credits are reviewed, verified, and applied accurately so family balances and billing records remain current.
Frequency: Weekly or whenever a new subsidy file is received.
Owner: Administrative Operations/Enrollment Coordinator, Administrative Assistant, or other authorized operations staff.
Required Inputs
Current CCAP subsidy file
- Playground or approved enrollment/billing system
- Family account ledger
- Excel or approved tracker, when needed
Procedure
1. Receive and save the subsidy file
Confirm the file is for the correct subsidy period.
2. Save it in the designated folder using the standard naming convention, such as
CCAP Subsidy - YYYY-MM-DD.xlsx.
2. Review the file
For every child, check the name, center/location, subsidy amount, service dates, and notes. Identify new enrollments, removed children, missing or duplicate entries, and amount changes.
3. Compare against the enrollment system
Locate each child in Playground (or ProCare, when applicable). Confirm the student name, location, family account, and active enrollment status before applying a credit.
4. Apply credits
Open the family ledger and apply the subsidy credit. Verify the amount, effective date, and description/reference before saving. Repeat for every eligible student.
5. Verify and document
Compare the processed-student count with the source file. Confirm there are no duplicate, missing, or incorrect credits. Record exceptions such as a missing student, inactive enrollment, duplicate record, or incorrect amount.
6. Notify the client and close out
Send the client a concise exception summary when clarification is needed. Update the project tracker with the completion date, subsidy period, number of students updated, and outstanding issues. Include completion in the end-of-day update.
Completion Checklist
[ ] Correct subsidy period and file used
- [ ] All active students reviewed
- [ ] Credits and effective dates verified
- [ ] No duplicate credits
- [ ] Exceptions documented and sent for clarification
- [ ] Project tracker and end-of-day update completed