CAPS Online is an online platform for child care providers to record and submit daily "time in and time out" attendance for each child.
CAPS Online Trainings and Materials
CAPS Frequently Asked Questions (FAQ)
CAPS Online Attendance Submission Schedule
Attendance Submission for Payment Policy
Attendance Maintenance Policy
Reimbursement for Absences Policy
CAPS Online Publications
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In accordance with state child care subsidy regulations [18 NYCRR 415.5(a)(4)], New York City's Administration for Children's Services (ACS) is implementing a new policy effective July 1, 2022 regarding the submission of a bill and documentation of child care services for the processing of payment by ACS.
Effective July 1, 2022, child care attendance, including corrections to attendance, must be submitted by a child care provider or program within 6 months after the month of service to receive payment by ACS for subsidized children enrolled with the child care provider or program. If attendance is not submitted within those 6 months, the child care provider or program may forfeit payment for those services.
For example, if a provider or program seeks payment for any day in March - including attendance for the service month of March corrections to attendance, or other reimbursements for March - these documents must be submitted by no later than September 30, which is 6 months after the end of the March service month. If attendance is not submitted by that date in accordance with standard fiscal procedures, the child care provider or program may forfeit payment by NYC ACS for child care services.
By regulation, child care providers and programs must also maintain onsite daily attendance records with time of arrival and departure for each child and/or notation of full day absences for each child. In accordance with ACS policy, providers and programs should also record program closure days in CAPS Online or the ACS-2 attendance forms. The ACS-2 will enable time-in/time-out reporting on paper.
Children should not be marked as absent on attendance records, either via CAPS Online or the ACS-2 form when there is a program closure.
In accordance with state child care subsidy regulations [18 NYCRR 415.6(b)(4)], New York City's Administration for Children's Services (ACS) will pay child care programs and providers for up to 80 days per year during which an enrolled child is absent from care. Implementation of this policy is retroactive to April 1, 2022.
This policy applies to all programs and providers rendering child care services to families in receipt of child care assistance. The 80 days per year will reset on April 1st of each year or when a child enrolls with a new program or provider.
To drop a child's enrollment, the parent/caregiver, program or provider must notify ACS at 212-835-7610 or the program or provider must drop the child's enrollment using CAPS Online.
If an enrolled child is absent for over 80 days since April 1st, there will be no payment for that child.
Per state child care subsidy regulations at 18 NYCRR 415.6(b)(5), reimbursement is not available for a day a child is absent from care if the provider ordinarily charges the caretaker on a daily or part-time basis and the child for whom reimbursement is requested is otherwise in need of and receives subsidized child care from a different provider on the same day.
Children should not be marked as absent on attendance records when there is a program closure.