Computing the Bill 400-28-135-10
(Revised 4/1/12 ML #3327)
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NDAC 75-02-01.3-06
When a child care billing report form is received, the billing report form must be reviewed to make sure it is complete (signed, dated and completely filled out). If the billing report form is not complete, the billing report form should be returned to the caretaker for completion.
Child Care costs must be submitted on the SFN 616, Child Care Billing Report Form for the actual calendar month the child care costs were incurred. From the total monthly hours listed on the Child Care Billing Form, the average weekly hours must be determined.
To determine the average weekly hours, the number of weeks child care is needed must be determined. A week is defined as Sunday through Saturday, and the maximum number of weeks that can be used to determine the average weekly hours is 4. If a child needs care for 1 day in a week, the week counts as 1 towards the 4 week maximum provided the day of care is in the calendar month that is being billed. If the child does not need care for at least 1 day in a week, the week is not counted.
Example #1:
A child incurred child care costs while mom is employed as indicated in the calendar below. Since the child incurred costs at least 1 day of each week in August, the child is considered in care for 5 weeks. However, the maximum weeks within a calendar month that can be allowed is 4.
| August |
1
|
2 | 3 | 4 | ||
| 5 | 6 | 7 |
8
|
9 | 10 | 11 |
| 12 | 13 | 14 |
15
|
16 | 17 | 18 |
| 19 | 20 | 21 |
22
|
23 | 24 | 25 |
| 26 | 27 | 28 |
29
|
30 | 31 |
Total child care hours incurred in the calendar month of August is 30 hours. To determine the average weekly hours, divide 30 hours (6 hours per day times 5 days) by 4 weeks, which equals 7.5 average weekly hours.
Example #2:
A child incurred child care costs while mom is job searching, as indicated in the calendar below. Since the child incurred costs at least 1 day in 2 of the weeks in August, the child is considered in care for 2 weeks.
| August |
1 |
2
|
3 | 4 | ||
| 5 | 6 | 7 |
8 |
9
|
10 | 11 |
| 12 | 13 | 14 |
15 |
16
|
17 | 18 |
| 19 | 20 | 21 |
22
|
23
|
24 | 25 |
| 26 | 27 | 28 |
29 |
30
|
31 |
Total child care hours incurred in the calendar month of August is 20 hours. To determine the average weekly hours, divide 20 hours (8 hours from the 2nd and 12 hours from the 23rd) by 2 weeks, which equals 10 average weekly hours.
Example #3:
A child incurred child care costs with 2 different provides in a calendar month, while mom was employed, as indicated in the calendars below. The average weekly hours must be determined for each Provider.
Provider #1
Since the child incurred costs at Provider #1 at least 1 day of each week in August, the child is considered in care for 5 weeks. However, the maximum weeks within a calendar month that can be allowed is 4.
| August |
1 |
2
|
3 | 4 | ||
| 5 | 6 |
7
|
8
|
9
|
10 | 11 |
| 12 | 13 |
14
|
15
|
16
|
17 | 18 |
| 19 | 20 |
21
|
22
|
23
|
24 | 25 |
| 26 | 27 |
28
|
29
|
30
|
31 |
Total child care hours incurred in the calendar month of August for Provider #1 is 104 hours. To determine the average weekly hours, divide 104 hours (8 hours times 13 days) by 4 weeks, which equals 26 average weekly hours.
Provider #2
Since the child incurred costs at Provider #2 at least 1 day in 3 weeks in August, the child is considered in care for 3 weeks.
| August |
1 |
2 |
3
|
4 | ||
| 5 |
6
|
7 |
8 |
9 |
10
|
11 |
| 12 |
13
|
14 |
15 |
16 | 17 | 18 |
| 19 | 20 | 21 |
22
|
23 |
24 | 25 |
| 26 | 27 | 28 |
29 |
30 |
31
|
Total child care hours incurred in the calendar month of August for Provider #2 is 32 hours. To determine the average weekly hours, divide 32 hours (8 hours times 4 days) by 3 weeks, which equals 10.66 average weekly hours.
If the average weekly hours of child care provided on the billing form are not within a reasonable amount of the caretaker's average weekly activity hours that were determined at the time the certificate was issued, the eligibility worker must contact the caretaker to resolve the difference. This applies even if the State Rate is the same regardless of the difference in hours.
If the provider lists hours and the family does not list hours for a specific day, no hours are used as the family is indicating they were not in their allowable activity. If the provider lists no hours and the parent lists hours for a specific day, no hours are used as the provider is indicating they did not provide care.
The lower of the provider or parent hours is used after the form has been reviewed for accuracy.
The family is responsible for the costs of child care to the provider that the Level of Care determination on the certificate for the payment month.
