Recordkeeping

PURPOSE: This rule sets forth the records, documents, and reports which a child care provider shall maintain and, upon request, submit to the division. (1) Notwithstanding any other provision of law, all registered and licensed child care providers shall maintain accurate, auditable records as described below. (2) Child Information Register. The child care provider shall maintain an accurate register of all children who receive care from the provider. At a minimum, the register shall contain the following information for each child served under contract with the department: (A) The child’s full name and date of birth; (B) The name, address, e-mail address, phone number, and other necessary contact information of each person legally responsible for each child; (C) Allergies to food, medications, insects, or other materials; (D) Daily medications, including dosage, time of administering, and route for administering; (E) Listing of persons authorized to pick-up and drop-off child as approved by person legally responsible for the child; and (F) For infants, feeding times and amount of breast milk or formula per feeding. (3) Time and Attendance Register. The child care provider shall maintain a time and attendance register of all children who receive care from the provider. At a minimum, the time and attendance register shall contain the following information for each child served under a subsidized child care contract with the department: (A) The actual dates and times that the child received subsidized child care services, showing for each day of service the date that the child arrived and the time that the child was picked up; (B) The name of the person who dropped off the child and the name of the person who picked up the child; and (C) The child care provider shall record the required information at the time the transaction took place. (4) Billing Records. The child care provider shall maintain copies of all invoices submitted to the division for payment. The child care provider shall ensure all invoices, bills, and data are true, accurate, and complete at the time of submission to the division. (5) The child care provider shall provide copies of all records to the division upon request. (6) The child care provider shall maintain all registers and records listed in this regulation for all children no less than five (5) years after the date of the last day that subsidized child care services are provided for the child. The child care provider shall, in addition, keep the records for such additional time periods that the department may request for audit or litigation purposes. AUTHORITY: sections 207.020, 210.025, and 210.027, RSMo 2016,* 42 U.S.C. section 9858, et. seq., Executive Order 03-03. This rule originally filed as 13 CSR 35-32.130. Original rule filed Jan. 3, 2017, effective Aug. 30, 2017. Moved to 5 CSR 25-200.130, effective Aug. 28, 2021. *Original authority: 207.020, RSMo 1945, amended 1961, 1965, 1977, 1981, 1982, 1986, 1993, 2014; 210.025, RSMo 1999, amended 2004; and 210.027, RSMo 1999, amended 2014.