Authorization Status

Use this procedure to record the status of an authorization and assign a vendor to the authorization.

Process Steps:

The Authorization Status Information page displays.

  1. Enter an Effective Begin Date for the authorization (required).

     

    The Effective Begin Date must be greater than or equal to the Eligibility Begin Date and the Electronic Child Care (ECC) system go-live date.

    When updating the Effective Begin Date, the new Effective Begin Date must be greater than or equal to the previous Effective Begin Date.

    The Authorization Status Information page displays a warning message when an existing authorization is updated and the Effective Date has not been changed.

     

  2. Select an appropriate Status from the dropdown menu (required).

 

The selected authorization status continues until the end of the fiscal year unless a new status begins before the end of the fiscal year.

To end an authorization status before the end of the fiscal year, set the authorization status to Discontinued and enter the Effective Begin Date.

The VaCMS sends a reminder to the assigned worker’s VaCMS homepage 14 days before the start of a discontinued authorization segment when the Effective Begin Date of the discontinued status does not equal the end of the fiscal year.

A child with an authorization status of suspended means the child will temporarily not be authorized to receive services. 

  • The VaCMS encumbers funds for an authorization with a suspended status.

  • The suspension period is limited to 90 days.

  • A reminder is sent to the worker when an authorization status is suspended for more than 75 days.

The suspended status continues if there is no change.

 

  1. Select a Reason from the dropdown menu.

  2. Select the Pay Annual Registration Fee? checkbox if the Commonwealth of Virginia should pay the vendor registration fee for the child.

 

The VaCMS prevents the Pay Annual Registration Fee? checkbox from being selected if the registration fee amount for the selected vendor has not been entered by a vendor coordinator.

The Pay Annual Registration Fee?  field is disabled after being checked and is reset at the beginning of each fiscal year. The VaCMS pays only one registration fee per child per fiscal year for children authorized with Level II vendors (up to a maximum of $100).

If a child is allowed to have a second registration fee reimbursed within a year, process a payment adjustment.

 

  1. In the Vendor Information section:

     

    The Vendor ID field is required for all statuses except waiting list. This field is read-only when editing an existing authorization, because changing a vendor requires a new authorization.

     

     

    The Vendor Relationship to Child field is read-only when editing an existing authorization. If Vendor ID changes, a new authorization must be created. 

 

  1. Click Save + Continue.

 

If the Vendor Relationship to Child field is not none for a family day home vendor, the VaCMS displays a warning message on the Authorization Status Information page. The warning message is a reminder to confirm that the vendor is not part of the child care assistance unit.  

 

Results of the Procedure:

The authorization status and vendor are recorded.

Updated 05/02/2014