Troubleshooting & Error Messages
Troubleshooting:
|
Issue |
Solution |
| Drop down box under Submit Invoice is not visible. | If it has been over 15 business days since you were approved to be a LECC provider, or since you sent in your documentation (W-9, PRA, and/or Direct Deposit form) to provide care to families who receive financial assistance, please contact the Financial Assistance Unit at 1-800-649-2642, option 5. |
| The service period is not available. | There
are two reasons why a service period may not be available:
|
| A child is not on your roaster, and should be. Or a child is on your roaster, and should not be. | Contact the Eligibility or CIS Specialist at your local Community Agency. |
| The Child Care Financial Assistance Certificate is incorrect. | Contact the Eligibility or CIS Specialist at your local Community Agency. |
| The Submit Adjustment button is not visible. | In order to submit an adjustment, the original invoice must have a status of either Posted, Processed, or Paid. If the status reads Submitted, or Preliminary Approval you will need to wait to submit the adjustment. |
| There was a payment error. | Check
that the attendance entered into BFIS is correct. If you submitted
incorrect attendance, you will need to submit an
adjustment.
If codes were used, check that you have not exceeded the number of coded days available for use. Verify that the family's subsidy percentage has not changed. If a change has occurred, the parent is responsible for the difference in the total state rate paid and your provider rate. Verify whether a child had a birthday that now puts them into a different age group. See the Child Care Provider Rate Schedule. |
| You did not receive your check. | Contact the Financial Assistance Unit at 1-800-649-2642, option 5. |
Error Messages:
|
Error Message |
Cause of the Error |
Solution |
|
Missing provider rate agreement in the beginning of service period (request id=1440186291284_0) |
This means that your Provider Rate Agreement (PRA) has expired. They are only good for 2 years. |
Before you can submit attendance we need a current PRA on file. Please print and sign the form which can be found here: http://dcf.vermont.gov/cdd/forms-child-care-providers.
You can send the form back to Kelly Crowley at:
|
|
Please enter a valid attendance absent reason code for child ID: on friday for the service week starting on 06/21/2015 (request id=1440185831982_0) |
This
message can occur due to a few reasons:
|
When entering attendance use only whole numbers. Do not use decimals (3.5), or ranges (7:30-4:30). Round up if necessary (3.5 to 4).
Make sure you are using the approved attendance codes.
Go through each box to make sure there are no spaces before or after the numbers or codes. It maybe easier to just start fresh and reenter your attendance completely. |
|
Total service hours exceeded certificate hours per week. Please enter valid attendance hours for child ID 158143 for the service week starting on 06/14/2015. |
Legally Exempt Child Care (LECC) Providers Only:
As a LECC provider you may only enter up to the total hours authorized on the certificate. This error message appears when you enter more than the authorized hours per week.
This does not mean you cannot watch the child for more hours, it just means the Department will not pay past the authorized hours per week. |
You will need to adjust your attendance, so that it equals the authorized hours.
Example:
If the authorized hours per week was 40, and you entered 9 hours, Monday - Friday. You would need to adjust your hours to 8 hours, Monday - Friday. |
|
LECC providers cannot use absent reason codes. If the child was not in attendance the field must be left blank or enter a zero for child ID:158143 on monday for the service week starting on 06/14/2015 (request id=1440185831982_0) |
Legally Exempt Child Care (LECC) Providers Only:
This
message can occur due to a few reasons:
|
When entering attendance use only whole numbers. Do not use decimals (3.5), or ranges (7:30-4:30). Round up if necessary (3.5 to 4).
Make sure you are not using any attendance codes. If you did not provide care to the child that day, leave the box blank.
Go through each box to make sure there are no spaces before or after the numbers. It maybe easier to just start fresh and reenter your attendance completely. |
|
Please read and check the Provider Certification checkbox. (request id=1440185793528_0) |
You did not check the box next to the wording, "The information I entered on this form is true, accurate, and complete", before clicking the Submit Attendance button. |
The attendance at this point has already been canceled. You will need to start from the beginning and resubmit. |
|
Invoice submitted twice |
You clicked the Submit Attendance button too many times, or you forgot to check the box next to the wording, "The information I entered on this form is true, accurate, and complete", and then clicked Submit Attendance. |
The attendance at this point has already been canceled. You will need to start from the beginning and resubmit. |
|
Error: Invalid data for field type |
Transportation Providers Only: This message can occur due to a few reasons:
|
When entering trips and/or mileage use only whole numbers. Do not use decimals (3.5), and round up if necessary (3.5 to 4).
Make sure you are not using any attendance codes.
Go through each box to make sure there are no spaces before or after the numbers. It maybe easier to just start fresh and reenter your invoice completely. |
|
Provider does not have a transportation contract with effective from service period start date. (request id=1445443056329_0) |
Transportation Providers Only:
This means that your Transportation Provider Agreement form has expired. They are only good for 1 year. |
Please contact the Children's Integrated Services (CIS) Unit at 1-800-649-2642. |
If you still have trouble, please contact the Financial Assistance Unit at 1-800-649-2642, option 5.