CCUBS_Production_Calendar_2023_MAQCS.pdf
PDF 333 KB Posted
- Solicitation number
- DPHHS-RFP-2024-0497KH
- Issued by
- Montana
About this file
The document is a 2023 Production Schedule for the Child Care Under the Big Sky (CCUBS) system, which appears to be associated with the Montana Access to Quality Childcare System (MAQCS). The calendar provides a comprehensive monthly breakdown of scheduled administrative activities for child care licensing and subsidy management, including specific processing dates for various notifications, payments, reports, and state holidays. The schedule details recurring tasks such as subsidy invoices, explanation of benefits (EOBs), statements of remittance (SOPs), payments, and quarterly federal reporting like ACF-801 and ACF-800 reports.
The production schedule includes systematic rules for processing payments (typically on Tuesdays and Thursdays), generating various licensing notices, and managing state holiday observations. Key administrative processes include daily caregiver approval notices, weekly explanation of benefits, monthly invoice billing statements, and periodic federal reporting. The document outlines specific protocols for handling payments around holidays and provides a structured approach to managing child care administrative functions, with specific form codes referenced for each type of notice and report. The schedule covers the entire calendar year of 2023 and provides consistent guidelines for processing child care related administrative tasks.
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Other files
| File | Type | Posted |
|---|---|---|
| CCUBS Rows per table11.29.23.xlsx | XLSX spreadsheet | |
| Output_Inventory_MAQCS.xlsx | XLSX spreadsheet | |
| Attach 7 - Resource Allocation Schedules.xlsx | XLSX spreadsheet | |
| Project_Management_Deliverables_MAQCS.xlsx | XLSX spreadsheet | |
| Attach 8 - Technology Matrix.xlsx | XLSX spreadsheet | |
| Acronyms_Definitions_and_Terms_MAQCS.xlsx | XLSX spreadsheet | |
| CCUBS_ERD_Tables_MAQCS.pdf | ||
| Section_5_Cost_Sheet.xlsx | XLSX spreadsheet | |
| 1200452-event.pdf | ||
| Attach 9 -Baseline Technical Requirements.xlsx | XLSX spreadsheet | |
| CCUBS_Data_Dictonary_MAQCS.xlsx | XLSX spreadsheet |
Show all 11
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Text version
Child Care Under the Big Sky (CCUBS) Production Schedule v1
Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 7
New Year's Day Subsidy Invoices Payments
Observed QAD Notifications*
EOBs / SOPs
8 9 10 11 12 13 14 EOBs / SOPs Payments Payments
15 16 17 18 19 20 21 Martin Luther Payments Payments
King Jr. Day EOBs / SOPs MIBs
22 23 24 25 26 27 28 EOBs / SOPs Payments Payments ACF-801 Report
29 30 31 EOBs / SOPs
January 2023
* QAD Notifications: License Renewal, Extended Attestation, Background Checks, Caregiver Approval*, CPR / First Aid, Insurance. *Caregiver Approval notification is produced every business day.
Processing dates are noted.
- Payments and notices are printed and mailed on the following business day;
- Direct Deposits, are transmitted the following business day to the Automated Clearing House (ACH) and to the individual banks the 2nd business day.
1 2 3 4
Subsidy Invoices Payments
QAD Notifications*
5 6 7 8 9 10 11 EOBs / SOPs Payments Payments
12 13 14 15 16 17 18 EOBs / SOPs Payments Payments
MIBs
19 20 21 22 23 24 25 Presidents' Day Payments Payments ACF-801 Report
EOBs / SOPs
26 27 28 EOBs / SOPs
February 2023
Processing dates are noted.
- Payments and notices are printed and mailed on the following business day;
- Direct Deposits, are transmitted the following business day to the Automated Clearing House (ACH) and to the individual banks the 2nd business day.
* QAD Notifications: License Renewal, Extended Attestation, Background Checks, Caregiver Approval*, CPR / First Aid, Insurance. *Caregiver Approval notification is produced every business day.
1 2 3 4
Subsidy Invoices Payments QAD Notifications*
5 6 7 8 9 10 11 EOBs / SOPs Payments Payments
12 13 14 15 16 17 18 EOBs / SOPs Payments Payments
MIBs
19 20 21 22 23 24 25 EOBs / SOPs Payments Payments
26 27 28 29 30 31 EOBs / SOPs Payments ACF-801 Report Payments
March 2023
Processing dates are noted.
- Payments and notices are printed and mailed on the following business day;
- Direct Deposits, are transmitted the following business day to the Automated Clearing House (ACH) and to the individual banks the 2nd business day.
* QAD Notifications: License Renewal, Extended Attestation, Background Checks, Caregiver Approval*, CPR / First Aid, Insurance. *Caregiver Approval notification is
2 3 4 5 6 7 8 Subsidy Invoices Payments Payments
QAD Notifications* EOBs / SOPs
9 10 11 12 13 14 15 EOBs / SOPs Payments Payments
16 17 18 19 20 21 22 EOBs / SOPs Payments Payments
MIBs
23 24 25 26 27 28 29 EOBs / SOPs Payments ACF-801 Report Payments
April 2023
Processing dates are noted.
- Payments and notices are printed and mailed on the following business day;
- Direct Deposits, are transmitted the following business day to the Automated Clearing House (ACH) and to the individual banks the 2nd business day.
* QAD Notifications: License Renewal, Extended Attestation, Background Checks, Caregiver Approval*, CPR / First Aid, Insurance.
*Caregiver Approval notification is produced every business day.
1 2 3 4 5 6 Subsidy Invoices Payments Payments
QAD Notifications* EOBs / SOPs
7 8 9 10 11 12 13 EOBs / SOPs Payments Payments
14 15 16 17 18 19 20 EOBs / SOPs Payments Payments
MIBs
21 22 23 24 25 26 27 EOBs / SOPs Payments Payments ACF-801 Report
28 29 30 31 Memorial Day Payments
EOBs / SOPs
May 2023
Processing dates are noted.
- Payments and notices are printed and mailed on the following business day;
- Direct Deposits, are transmitted the following business day to the Automated Clearing House (ACH) and to the individual banks the 2nd business day.
* QAD Notifications: License Renewal, Extended Attestation, Background Checks, Caregiver Approval*, CPR / First Aid, Insurance. *Caregiver Approval notification is
1 2 3
Subsidy Invoices
QAD Notifications*
4 5 6 7 8 9 10 EOBs / SOPs Payments Payments
11 12 13 14 15 16 17 EOBs / SOPs Payments Payments MIBs
18 19 20 21 22 23 24 EOBs / SOPs Payments Payments
25 26 27 28 29 30 EOBs / SOPs Payments ACF-801 Report Payments
June 2023
Processing dates are noted.
- Payments and notices are printed and mailed on the following business day;
- Direct Deposits, are transmitted the following business day to the Automated Clearing House (ACH) and to the individual banks the 2nd business day.
* QAD Notifications: License Renewal, Extended Attestation, Background Checks, Caregiver Approval*, CPR / First Aid, Insurance. *Caregiver Approval notification is
2 3 4 5 6 7 8 Subsidy Invoices Independence Day Payments QAD Notifications* EOBs / SOPs
9 10 11 12 13 14 15 EOBs / SOPs Payments Payments
16 17 18 19 20 21 22 No Payments? No Payments? No Payments? No Payments? No Payments?
Fiscal Year End Fiscal Year End Fiscal Year End Fiscal Year End Fiscal Year End Closing Schedule will Closing Schedule will Closing Schedule will Closing Schedule will Closing Schedule will be set by DOA in May be set by DOA in May be set by DOA in May be set by DOA in May be set by DOA in May
EOBs / SOPs MIBS 23 24 25 26 27 28 29
No Payments? No Payments? No Payments? Payments Fiscal Year End Fiscal Year End Fiscal Year End Closing Schedule will Closing Schedule will Closing Schedule will ACF-801 Report be set by DOA in May be set by DOA in May be set by DOA in May
EOBs / SOPs 30 31
EOBs / SOPs
July 2023
Processing dates are noted.
- Payments and notices are printed and mailed on the following business day;
- Direct Deposits, are transmitted the following business day to the Automated Clearing House (ACH) and to the individual banks the 2nd business day.
* QAD Notifications: License Renewal, Extended Attestation, Background Checks, Caregiver Approval*, CPR / First Aid, Insurance. *Caregiver Approval notification is produced every business day.
1 2 3 4 5
Subsidy Invoices Payments QAD Notifications*
6 7 8 9 10 11 12 EOBs / SOPs Payments Payments
13 14 15 16 17 18 19 EOBs / SOPs Payments MIBs Payments
20 21 22 23 24 25 26 EOBs / SOPs Payments Payments
27 28 29 30 31 EOBs / SOPs Payments
ACF-801 Report
August 2023
Processing dates are noted.
- Payments and notices are printed and mailed on the following business day;
- Direct Deposits, are transmitted the following business day to the Automated Clearing House (ACH) and to the individual banks the 2nd business day.
* QAD Notifications: License Renewal, Extended Attestation, Background Checks, Caregiver Approval*, CPR / First Aid, Insurance. Caregiver Approval notification is
1 2
Subsidy Invoices
QAD Notifications*
3 4 5 6 7 8 9 Labor Day Payments Payments
EOBs / SOPs
10 11 12 13 14 15 16 EOBs / SOPs Payments Payments
17 18 19 20 21 22 23 EOBs / SOPs Payments Payments
MIBs
24 25 26 27 28 29 30 EOBs / SOPs Payments ACF-801 Report Payments
September 2023
Processing dates are noted.
- Payments and notices are printed and mailed on the following business day;
- Direct Deposits, are transmitted the following business day to the Automated Clearing House (ACH) and to the individual banks the 2nd business day.
* QAD Notifications: License Renewal, Extended Attestation, Background Checks, Caregiver Approval*, CPR / First Aid, Insurance. *Caregiver Approval notification is
1 2 3 4 5 6 7 Subsidy Invoices Payments Payments
QAD Notifications* EOBs / SOPs
8 9 10 11 12 13 14 Columbus Day Payments Payments
EOBs / SOPs
15 16 17 18 19 20 21 EOBs / SOPs Payments MIBs Payments
22 23 24 25 26 27 28 EOBs / SOPs Payments Payments ACF-801 Report
29 30 31 EOBs / SOPs
October 2023
Processing dates are noted.
- Payments and notices are printed and mailed on the following business day;
- Direct Deposits, are transmitted the following business day to the Automated Clearing House (ACH) and to the individual banks the 2nd business day.
* QAD Notifications: License Renewal, Extended Attestation, Background Checks, Caregiver Approval*, CPR / First Aid, Insurance. *Caregiver Approval notification is
1 2 3 4
Subsidy Invoices Payments
QAD Notifications*
5 6 7 8 9 10 11 EOBs / SOPs Payments Payments Veterans Day
12 13 14 15 16 17 18 EOBs / SOPs Payments Payments MIBs
19 20 21 22 23 24 25 EOBs / SOPs Payments Thanksgiving Day
26 27 28 29 30 EOBs / SOPs Payments
ACF-801 Report
November 2023
* QAD Notifications: License Renewal, Extended Attestation, Background Checks, Caregiver Approval*, CPR / First Aid, Insurance. *Caregiver Approval notification is produced every business day.
Processing dates are noted.
- Payments and notices are printed and mailed on the following business day;
- Direct Deposits, are transmitted the following business day to the Automated Clearing House (ACH) and to the individual banks the 2nd business day.
1 2
Subsidy Invoices
QAD Notifications*
3 4 5 6 7 8 9 EOBs / SOPs Payments Payments
ACF-800 Report
10 11 12 13 14 15 16 EOBs / SOPs Payments Payments
17 18 19 20 21 22 23 EOBs / SOPs Payments Payments
MIBs
24 25 26 27 28 29 30 Christmas Day Payments ACF-801 Report Payments
EOBs / SOPs
December 2023
* QAD Notifications: License Renewal, Extended Attestation, Background Checks, Caregiver Approval*, CPR / First Aid, Insurance.
*Caregiver Approval notification is produced every business day.
Processing dates are noted.
- Payments and notices are printed and mailed on the following business day;
- Direct Deposits, are transmitted the following business day to the Automated Clearing House (ACH) and to the individual banks the 2nd business day.
Payments
– Tuesday and Thursday
– Exceptions: No payments when the payment days falls on the first business day of month, last business day of the month, or Holidays
Payments
– Additional payment runs scheduled at ECSB’s discretion to accommodate irregularities, such as holidays.
1st Business Day 12th Business Day
– Invoice Form (CHC7135R) – Monthly Invoice Billing Statement (MIBS) (CHC8060R)
– Authorization Ending Parent (CHC7011R)
– Authorization Ending Provider (CHC7012R) 2 Business Days before month-end
– Federal ACF-801 Report
1st Business Day of Every Week
– Explanation of Benefits (EOBs) (CHC7050R) 2nd Business Day in December
– Statements of Remittance (SOPs) (CHC7150R) – Federal ACF-800 Summary
QAD Licensing Notices:
1st Business Day Every Business Day
– CPR / First Aid Expiring Notice (CHC7185R) – Caregiver Approval Notice (CHC7190R)
– Insurance Expiring Notice (CHC6230R)
State Holidays (*observed):
*New Years Day - January 2nd Fourth of July - July 4th Thanksgiving Day - November 23rd
Martin Luther King Jr Day - January 16th Labor Day - September 4th Christmas Day - December 25th
Presidents Day - February 20th Columbus Day - October 9th
Memorial Day - May 29th Veterans Day - November 10th *holiday observed
CCUBS Monthly Production Schedule Rules
ECSB Notices, Reports:
ECSB Notices, Reports:
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