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COPAAutomatedB i l l ingSystem

And

E l ig ib i l i ty Submission

COPA Automated Billing System Manual (CABS)

Author: La Tasha White (MIS) Last Update: 10:18 AM, 10/26/2012 CABS Agency Billings & Eligibility Module

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Table of Contents

I.Overview Introduction II.General Information III.Processing Information A.Eligibility Submission

B.Process MER Non-Operational Calendar Update, Print and Submit Approve/Reject C.View MER D.Processing Invoice Print and Submit Approve/Reject E.View Invoice IV.Appendix Reports

- 501 Funding Report - 502 Parental Fees List - 502C Parental Fees and Payments by Child - 511 Child Care Eligibility Approval Status - 512 Family CC Eligibility Report - 513 Child CC Eligibility Report

V.FAQ



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Introduction Welcome to CABS (COPA Automated Billing system)! COPA Automated Billing System (CABS) is an on-line billing system that allows users to submit child care invoices to the Department of Family and Support Services (DFSS) for reimbursement. CABS integration to the COPA system enables automatic attendance and eligible import to the billing system. Users are presented with eligible children by site, month and year for child care and collaboration DFSS agencies. The system allows users to enter and update co-payment fees, collected fees, and eligible days. It is an enhancement of the Child Care Management Information System (CCMIS) in function and reporting capabilities. It is restricted by user access and job roles for business process and security purposes. What CABS is not? CABS is not an automated eligibility verification or document management system. FSS policy and procedures do not change because of CABS. Users must adhere to documentation submission timeframes and requirements for eligibility and fiscal rules. FSS must be notified immediately if unable to process a monthly billing.



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General Information Manual This manual has been designed for Billing and Billing manager agency users. The following format has been used for all functions and navigation items. #.#.# Function <Number and Name> Screen: Screen Name User type: Level of access user must have in order to perform function Purpose Detailed explanation of function which may correspond to specific timeframes Helpful Hint: Information that helps with navigation and/or system response Reference: Any documentation located within the manual or appendix section Training CABS training will be available at scheduled times. Users must receive a confirmation of attendance before coming to class. All trainings will take place at 1615 W. Chicago Ave. Customized or small group trainings can be requested through the MIS department. Since the primary function of CABS is child care billing, users with financial responsibilities should attend first followed by programmatic and administrative. All users are welcome. System Access Users must obtain CABS access from their agency COPA administrator. COPA access does not automatically grant a user CABS access. Some users will have one username/password set for COPA and one username/password set for CABS. It is not possible to combine the access levels. CABS can be accessed from the COPA home page https://cys.mycopa.com. The system is available 24/7. Scheduled downtime will be posted on the homepage.



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1.0.0 Logging on to CABS Screen Login Screen User type All users Purpose Users must have CABS level types to access system Helpful Hint − If you have successfully accessed CABS a billing user, you will be able

to view the Submitted Billings tab. − Please contact COPA Administrator at the delegate agency for user

level additions/deletions/changes



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CABS can be accessed from most web browsers but the recommended browser is Internet Explorer 7.0 and higher. Logging onto the system is a two step process:

Step 1 Start Internet Explorer and open the web page: https://cys.mycopa.com/ Enter username and password for billing level user

Step 2 Click the Submitted Billings tab

Step 1

Step 2



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Eligibility Submission

Eligibility Submission

1) Select child’s data sheet.



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2) Click on the child reports link

3) Click on the 3455 link

4) Click on the CC Eligibility link in the top left corner.



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5) Click the submit button.

6) Print /Sign/Scan the 3455.

7) The user can RETRACT the submission if available.

DFSS will be monitoring the submission queue for

applications and redeterminations daily.



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Billings



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Processing Information 2.0.0 Update and Submit Billing MER (Billing Monthly Enrollment Report) Screen Billing - MER User type Billing; Billing Manager Purpose Every month an MER is available with all eligible children by site. All children

are listed from the site regardless of program model. Children are sorted by first name. The user is able to update the eligible days, assessed fees and collected fees. (Attended days are populated from the COPA Attendance screen; Assessed fees can be entered prior to billings using the Funding tab on the Child Data Sheet). Since the open/close dates of sites are not universal, each site is able to indicate the closed days of the month for a calendar year that are not billable, such as holidays and in-service days. The system will calculate the number of service days based on the COPA School year and CABS Specific Non-Service Days Calendar settings. The finance and children’s division will closely monitor the number of service days and attendance. If there is an issue with the number of service days, the user can indicate the correct number and FSS will be automatically notified to review the billing. Once service days have been validated, the user is then able to enter information, save information and access the system later to update information prior to submission. The billing can be viewed everyday of the month but will only be editable on the FSS determined billing date. The billing should be printed prior to submission. The Submit button is used once all updates have been made. The Submit button will send the site MER to the agency Billing Manager user. Only the Billing Manager can approve or reject a site MER. If the MER is rejected, the submit status is automatically changed to “save” for further changes. If the MER is approved, changes can no longer be made.

Helpful Hint − The MER tab appears to the left of the Submitted Billings tab. (The system will automatically show the Submitted billings screen upon login.)

− Any dates entered on the CABS Specific Non-Service Days screen will not be reimbursed. Dates cannot be entered if attendance is present.

− To print gridlines, go to Tools-> Internet Options ->Advanced-> Printing-> check the Print background colors and images box

Reference Appendix A: Field Descriptions- MER



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2.0.0 The Billing or Billing Manager is able to update CABS Specific Non-Service Days settings and MER. The site, month, and year must be selected prior to updating the assessed fees, collected fees, FT eligible days and PT eligible days for each child. The MER is sorted by child’s first name, regardless of age or program model. The steps are as follows:

Step 1 Update CABS Specific Non-Service Days settings

Step 2 Click on the MER tab

Step 3 Select the delegate agency

Step 4 Select the site

Step 5 Select the month

Step 6 Select the year

Step 7 Click the Run Report button

Step 8 Enter the # of Site Service days

Step 9 Enter the # of Holidays

Step 10 Enter the # of Exemption days

Step 11 Compare Number of Service Days Calculated by COPA to # of Service days entered by user

Step 12 If the days match, select the I Agree button, otherwise select the I Disagree button

Step 13 Check the box for each billable child or check the ALL box

Step 14 Enter the number of FT eligible days

Step 15 Enter the number of PT eligible days

Step 16 Enter the amount of assessed fees

Step 17 Enter the amount of collected fees

Step 18 Click the Save button

Step 19 Click the Print button

Step 20 Click the Submit button



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Step 1 Update CABS Specific Non-Service Days

1. Enter the non-service days such as holiday or in-service day (format

MM/DD/YYYY) 2. Enter a note for further explanation 3. Click Submit



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Step 2-12 Select the delegate agency

Select the site

Select the month

Select the year

Click the Run Report button

This is a Service/Operation day validation page for the given month. Enter the number of site service days, holidays, non-operation and exemption days. If you agree with the number of days, click the I Agree button, otherwise click the I Disagree button and FSS will be notified and contact you. If a holiday or in-service day is missing, update the CABS Specific Non-Service Days screen. The validation page is done once a month for each site at a delegate agency. It cannot be changed once the billing has been submitted. If a mistake is made, contact the finance department.



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Step 13-20 Check the box for each billable child or check the ALL box

Enter the number of FT eligible days

Enter the number of PT eligible days

Enter the amount of assessed fees

Enter the amount of collected fees

The MER screen allows the user to select billable children and update FT/PT eligible days, assessed fees, and collected fees. The printable MER (picture shown on next page) link enables the user to print. The user can save the billing to update at a later time and submit when completely done. A submitted billing is transmitted to the billing manager queue for agency level review and approval. A rejected billing sends the billing back to the site user for review and updates.



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Printable MER



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2.1.0 View Saved/Submitted/Approved Billing MER (Billing Monthly Enrollment

Report) Screen Billing - MER User type Billing; Billing Manager Purpose The billing can be saved and viewed at various times in the billing process.

This is helpful for sites with multiple programs. For example, a site with multiple users responsible for different programs can have users update information at separate times for their particular programs. User A can modify children under 2 and save the billing so that user B can later retrieve the billing and modify children over 2.

Helpful Hint − The Submitted Billings tab lists the saved and approved MERs for view, print and download. (The system will automatically show the Submitted billings screen upon login.)

− Any dates entered on the CABS Specific Non-Service Days screen will not be reimbursed. Dates cannot be entered if attendance is present.

− To print gridlines, go to Tools-> Internet Options ->Advanced-> Printing-> check the Print background colors and images box

Reference Appendix A: Field Descriptions- Submitted MER



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2.1.0 The Billing or Billing Manager is able to view saved/submitted/approved billings. The steps are as follows:

Step 1 Click on the Submitted Billings tab

Step 2 Check the status

Step 3 Click on the View link



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2.2.0 Submit Invoice (Agency Billing Invoice) Screen Billing - Invoice User type Billing Manager Purpose Once all site MERs have been approved by the agency finance manager, the

invoice must be printed, signed and electronically submitted for approval to the FSS finance manager. The billing invoice is a two part financial summary of an agency’s monthly billings. Summary Page 1 lists bank information, age group billing information and signature page. Summary Page 2 lists detailed billing information regarding attendance percentage, billable days, assessed fees, collected fees, QRS costs and total requested amount.

Helpful Hint − The Invoice tab activates a screen in order to select agency, month, year and page information

− All MERs must be approved for all sites before an invoice can be produced otherwise the user will receive a warning message.

Reference Appendix A: Field Descriptions- Invoice



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2.2.0 The Billing Manager is able to submit the invoice to FSS for approval. Only one invoice can be submitted per month for each agency. The invoice is not available at the site level. The steps are as follows:

Step 1 Click on the Invoice tab

Step 2 Select the agency

Step 3 Select the month and year

Step 4 Click the Summary Page 2 and print

Step 5 Click the Summary Page 1 and print

Step 6 Click the Submit Invoice button



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Step 4-6



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2.3.0 View Submitted/Approved Invoice Screen Billing – Submitted Invoices User type Billing Manager Purpose The agency invoice can be submitted and then viewed with a pending status.

The billing manager is able to review the invoice and contact FSS finance if necessary.

Helpful Hint − The Submitted Invoice tab lists the submitted invoices. Only one invoice exists per agency for each month of the billing cycle.

− The invoice status identifies the process − If an invoice has been rejected, the user should make the necessary

MER changes and use the Invoice tab to re-submit the invoice. − To print gridlines, go to Tools-> Internet Options ->Advanced->

Printing-> check the Print background colors and images box Reference



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2.3.0 The Billing Manager is able to view submitted or approved invoices. An invoice cannot be submitted in pending status. The information compiled for the invoice derives from all site MERs per agency for each month of the billing cycle. One agency, one invoice expedites the payment process. The steps are as follows:

Step 1 Click on the Submitted Invoices tab

Step 2 Select the agency

Step 3 Select the month and year

Step 4 Click the Filter button

Step 5 Click the View link



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Appendix A

Reports



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Report: 501 – Funding (Co-payment w/attendance)



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Report: 502 – Parental Fees List (Co-payment detailed)



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Report: 502C – Parental Fees and Payments by Child



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Report: 511 – Child Care Eligibility Approval Status (w/ Waiting for Approval cases)

Waiting for approval



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Report: 512 – Family CC Eligibility Report



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Report: 513 – Child CC Eligibility Report



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FREQUENTLY ASKED QUESTIONS

1. How do I access CABS? CABS can be accessed from the COPA homepage https://cys.mycopa.com

2. Who should have access to CABS? CABS should only be available to users that are directly responsible for child care reimbursement from the City of Chicago. Current users of CCMIS or financial administrators should have access to CABS. It is the responsibility of the delegate agency to identify CABS users.

3. How do I request access for myself and key staff persons? Executive Directors or Financial Officers must submit a CABS access form to DFSS finance department, attention: Phuongy Nguyen, in order to receive access. Once the request has been approved Phuongy will then forward the request to the MIS department. The MIS department will email the username and password to an agency-only issued email account with notification to all listed individuals on the form.

4. How do I cancel access for employees no longer at our agency? You must email the MIS help desk within 2 hours of an employee’s leave or termination so that their user accounts can be deactivated.

5. When can I view the current months MER? The MER can be viewed for current and past months using the MER or submitted billings link.

6. When can I process the current months MER? The current months MER will be available for updates as of the 6th business day of the following month.

7. What should I do if a family has not received one year eligibility with children in a collaboration or state prek program? You should immediately notify the CCAP supervisor.



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8. How do I find the CCAP supervisor for my agency? On the COPA’s homepage, CCAP has posted a newsletter listing names and contact information for child care staff.

9. How do I view the current eligibility for a family? Family eligibility information can be viewed for the Eligibility tab or report 512 Family CC Eligibility Report. You can also download this report to Word Pad or Microsoft Excel.

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