Attendance tracking is one of the most operationally consequential things you do as a subsidized provider. Getting it wrong — particularly billing for children who aren't attending — can trigger recoupment or a Provider Intentional Program Violation (PIPV). Getting it right protects your reimbursement.

What You Must Track

You must record all attendance in the CCFA system and code each absence as either explained or unexplained.

Explained absence: The parent has communicated with you about the child's absence on or before the day it occurs. Even if you initiate the contact, if you reach the parent, the absence can be marked explained. Communication after the fact — where a parent explains earlier days — only makes the day of contact explained; prior days remain unexplained.

Unexplained absence: The child doesn't attend and you had no contact with the parent. If you attempted outreach but received no response, it's unexplained.

Reasons that count as explained: child illness, COVID-19 exposure, death in the family, emergency, religious holidays, vacation, or other reasons explained by the parent.

Excessive Unexplained Absences

Excessive unexplained absences = more than 3 consecutive unexplained days. Holidays, closure days, or days the program isn't open do not reset the count.

Occurrence	What happens
1st occurrence (within a 12-month authorization)	Issue the family an Excessive Unexplained Absence Warning Notice
2nd occurrence (within the same 12-month authorization)	You may terminate the child's placement with a 2-week advance notice

If you choose not to terminate after the second occurrence, EEC stops paying for any additional unexplained absences beyond 3 consecutive days. Parents cannot be charged for absences EEC doesn't pay.

The occurrence count resets when a new 12-month authorization is issued.

How Non-Attendance Affects Your Reimbursement

Reimbursement is enrollment-based, but there are limits when a child stops attending:

• Enrolled but not attending (by choice): EEC will continue to pay if the parent provides written notice of intent to remain enrolled, and you engage the family at least twice a month. See How Reimbursement Works (2.4).

• Child won't return: Once you become aware that a child will not be returning, EEC will pay for up to 10 billable days (2 weeks) from when you learn this. After that, no reimbursement.

• Termination for non-approved break in care: If a child has been absent for 30 consecutive days without an approved break in care (or 20 consecutive days in a provisional authorization), EEC can terminate the child's placement. EEC will not reimburse care provided after the termination date. Note: termination of a placement does not terminate the family's full authorization — only the specific placement.

What to Do When a Child Stops Coming

1. Attempt outreach to the parent
2. If you can't reach them after repeated attempts, contact your CCR&R
3. Do not continue billing without confirmation that the child is still enrolled
4. If 30 consecutive days pass without attendance or an approved break request, notify your CCR&R immediately — do not wait until day 31 to act

Approved Break in Care

Families can request an approved break in care for up to 90 days. This suspends attendance requirements without terminating the authorization. Parents must request an approved break in writing. If you are aware a child will be out for more than two weeks, you should discuss an approved break with the family and encourage them to request it through the CCR&R before 30 consecutive days pass.

From the Family's Perspective

See Attendance Rules (1.9) for the family-facing rules, including absence thresholds and how to request an approved break.

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Next Steps

• Reimbursement rules: See How Reimbursement Works (2.4)
• 14-day notice when a family leaves: See When a Family Leaves (2.5)
• What counts as an improper payment: See Provider Improper Payments and Fraud (2.9)
• Contact your CCR&R immediately if a child stops attending