Sign-In/Out
Records

Requirement

A complete and accurate record shall contain: the name of the child receiving services; the specific dates services were provided; the actual times the child entered and the times the child left care for each day services were provided and recorded daily; and signatures of both the provider and the parent at the end of each month, attesting under penalty of perjury that the information provided on the attendance record or invoice is accurate.

Regulations/Reference

CCD Program Instrument: I. Family Files CCD 06a
Welfare & Institutions Code: 10227.5

Monitoring Review Evidence

• Attendance records | invoice that meet attendance requirements

Attendance Forms/Tools

Attendance Record | Invoice

According to the regulations, the attendance record whether maintained on a paper sign-in and out sheet or through a secure digital system, is the primary source document for audit and reimbursement purposes.

It is the provider’s and parent’s responsibility to complete a monthly attendance record or invoice on a daily basis.

The attendance record/invoice must include specific information:

• NAME of Child receiving services

• DATES services were provided

• Actual TIMES child entered & left recorded on a daily basis

• Legal SIGNATURES of both parents & providers

NOTE: Parents must use the same legal signature that was used when signing the application for services.

Missing Parent Signature

Provider may submit a monthly attendance record or invoice without a parent’s signature when the following conditions are met:

1. Parent has not communicated with provider for a minimum of 7 consecutive days

2. Provider has notified contractor of parent’s lack of communication in accordance with Abandonment of Care Policy

3. Contractor has documented provider’s unsuccessful attempts to collect signature

While digital and electronic signatures are permitted for attendance documentation; specific measures must be in place to ensure they meet required security and verification standards.

A compliant system must:

• Be unique to each authorized individual

• Be verifiable by the licensee & regulatory agencies

• Remain under the sole control of the user

• Be tamper-evident, invalidating signatures if data is altered

• Be secure, with safeguards such as passwords or authentication

• Maintain an audit trail of entries, edits, & users & be available in a hard copy

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