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1. This presentation has an audio narration. Turn on your speakers to listen to the presentation.

2. Early Childhood Education and Assistance Program Monthly Report and Billing Training 2010

3. Process for ECEAP Billings

4. Monthly Report in EMS • Monthly Reports are required for each month payment is requested. • Monthly Report data must be entered into the ECEAP Management System (EMS) before payment is approved.

5. Monthly Report Form • Download an electronic copy, or print a paper copy, from www.del.wa.gov/publications/eceap/ • Site staff provide information for the Monthly Report. • Monthly Reports document that services have been provided.

6. Early Childhood Education and Assistance Program (ECEAP)Monthly Report Form No longer need to enter family support staff names Eligibility data is now required for children on waiting lists Revised May 2010 – Washington State Department of Early Learning ECEAP Monthly Report Form

7. Early Childhood Education and Assistance Program (ECEAP)Monthly Report Form ECEAP Elem. Sept 2010 DOEL-0001 Enter the month you are reporting Enter the site name and code Revised May 2010 – Washington State Department of Early Learning ECEAP Monthly Report Form

8. Early Childhood Education and Assistance Program (ECEAP)Monthly Report Form ECEAP Elem. Sept 2010 DOEL-0001 Orcas Room Dolphin Room Enter name of each class Revised May 2010 – Washington State Department of Early Learning ECEAP Monthly Report Form

9. Early Childhood Education and Assistance Program (ECEAP)Monthly Report Form ECEAP Elem. Sept 2010 DOEL-0001 Dolphin Room Orcas Room 9 9 0 0 Complete questions 1-5 for each class 18 16 Clara Bell Tom Thumb Jack Nimble Bunny Hop Joy Full Candy Cane Revised May 2010 – Washington State Department of Early Learning ECEAP Monthly Report Form

10. Early Childhood Education and Assistance Program (ECEAP)Monthly Report Form ECEAP Elem. Sept 2010 DOEL-0001 Dolphin Room Orcas Room 9 9 0 0 #6. Check which activities occurred for each site. 18 16 Clara Bell Tom Thumb Jack Nimble Bunny Hop Joy Full Candy Cane      Note: Comprehensive preschool services include all of these activities Revised May 2010 – Washington State Department of Early Learning ECEAP Monthly Report Form

11. ECEAP Waiting Lists • Identify children on waiting list by age and eligibility category • Count children in order of rank established on the Monthly Report Form • Example: If a foster child is on an IEP, count the child as foster because it is above IEP on the Monthly Report Form

12. Early Childhood Education and Assistance Program (ECEAP)Monthly Report Form ECEAP Elem. Sept 2010 DOEL-0001 Dolphin Room Orcas Room 9 9 0 0 18 16 Clara Bell Tom Thumb Jack Nimble Bunny Hop Joy Full Candy Cane Enter the number of children on your waiting list(s)      1 0 3 5 0 0 10 0 0 0 5 10 1 3 6 9 Revised May 2010 – Washington State Department of Early Learning ECEAP Monthly Report Form

13. ECEAP Waiting Lists • Waiting lists may be shared with other agencies, but each child can only be counted in EMS once • Remove children from waiting list if it becomes known they no longer need services • Not required to contact waitlisted families to update the list

14. Enter your data in EMS

15. Enter your data in EMS

16. Enter your data in EMS 9 0 18 Clara Bell Jack Nimble, Bunny Hop

17. ECEAP Voucher • Complete the ECEAP Voucher • Monthly payments are based on pre-negotiated payment points. • Invoice vouchers are in Excel and are emailed to your director each year. • Save your voucher for future payment requests.

18. ECEAP Voucher

19. ECEAP Voucher Complete the Peach colored fields August 2010 2011-02 X Your agency invoice number Check if final billing Period for which you are billing 18 6,030.00 18 6,030.00 Enter your total number of slots Remember: Bill only for the current month. Total Payment Request 6,030.00

20. ECEAP Voucher Mail To John Hancock Sign and Date Here Director 8/10/10

21. ECEAP Reimbursement • What this means for YOU: • No submitting budget information to DEL. • No submitting actual expenditures to DEL. • Just complete number of contracted slots, dates of service, sign and send in your voucher. • It’s that easy!

22. Financial Documents • REMEMBER: You will need to keep your financial documentation for auditing purposes. • ECEAP Performance Standard G-2 outlines the retention schedule for Administrative documents.

23. That’s it!!! Questions? Heike Syben, heike.syben@del.wa.gov or (360) 725-2839 Jonathan Green, jonathan.green@del.wa.gov or (360) 725-4401