Wisconsin Department
of Children and Families - Division
of Early Care and Education
Bureau of Child Care Subsidy Administration
Wisconsin Shares Handbook
Providers must maintain accurate attendance records. The attendance records must contain the children’s exact daily arrival and departure times. These times must not be rounded. These records must be submitted to the local agency or the department within 24 hours after receiving a request for records. If the provider chooses to mail the records, original records should be provided; if the records are faxed or emailed, electronic copies are acceptable. Providers must either:
Use the department’s Daily Attendance Record – Licensed Child Care Centers form (DCF-F-2438); or
Use their own form or computer program if it captures the same information as DCF-F-2438.
The provider’s attendance records must be retained on site for the length of time the child is enrolled in the program, and for three (3) years after a child’s last day of attendance at the child care facility. Providers that end their participation in the Wisconsin Shares program must still adhere to this policy. Not completing and/or retaining these records may result in an assessment of an overpayment to the provider, and/or a permanent suspension from the Wisconsin Shares program.
Providers should maintain records of all payment transactions including Wisconsin Shares subsidy payments, out-of-pocket payments made by the parent, and any other payments made by the department. Providers have access to the ebtEDGE Provider Portal and Child Care Provider Portal to verify transaction information. Providers should give parents a receipt for all payments made, including subsidy payments.
This section last updated 12/1/2022