ACS - EarlyLearn and Voucher Providers

Administration for Children's Services

Keeping Children Safe & Supporting Families


FamiliesProvidersCAPS Online


Child Care Attendance Processing System (CAPS Online)

CAPS Online is an online platform for child care providers to record and submit daily "time in and time out" attendance for each child.

CAPS Online Login

CAPS Online Trainings and Materials
CAPS Frequently Asked Questions (FAQ)
CAPS Online Attendance Submission Schedule
Attendance Submission for Payment Policy

Attendance Maintenance Policy
Reimbursement for Absences Policy
CAPS Online Publications

CAPS Online Frequently Asked Questions (FAQ)

CAPS Online is an online platform for child care providers to record and submit daily "time in and time out" attendance for each child. The platform launched on September 1, 2021.

CAPS Online allows you to report daily attendance according to the time each child arrives at and departs from your program. This is consistent with NYS Office of Children and Family Services (OCFS) regulations for maintaining daily attendance records already required for all providers.

How Can I Access CAPS Online?

You can access CAPS Online via desktop computer, smart phone, tablet, or laptop. Access to CAPS Online is not limited to a computer. You do not need special software on your electronic device. All you need is an up-to-date Internet browser. We support the latest browser versions of Edge, Chrome, Firefox, and Safari.

You can use a computer, smart phone, or tablet device to record attendance.

Where Can I Get Help With CAPS Online?

You can register for training or access training materials.

You can email capsonline@earlychildhoodny.org

For live help, you can call the CAPS Online Helpdesk at (212) 835 7610, and press * (star).

What are the Benefits of Using CAPS Online?

No Paperwork: Without paper attendance records to submit, you will be able to submit attendance electronically, eliminating the need for printing and mailing. You can maintain your attendance records electronically. This will eliminate the cost of paper and postage as well as the costs for storing your paper attendance records.

More Accurate and Faster Payment: CAPS Online will reduce errors in recording attendance, which will allow for payments to be processed faster since there will be fewer errors, and no trips to the post office to mail attendance sheets that could be delayed or lost in the mail.

What If I Have an Issue With Electronic Capabilities?

You can access CAPS Online via a smart phone, tablet or laptop. Access to CAPS Online is not limited to a computer. Electronic submission of daily time in and time out attendance will be processed much quicker resulting in receipt of your monthly voucher payments sooner.

You can contact the Voucher Payment Unit (VPU) if you do not have a smart phone, tablet, laptop, or PC at 1-212 835-7610, listen to the prompts and press #, to discuss your issues with CAPS Online.

If it is established that you cannot access the internet using a computer, tablet or smart phone, then you will be required to complete an application to be considered for the paper process. A paper ACS-2 form will enable you to enter daily time in and time out attendance per month for each child in your care (one form per child). We will mail these forms to your address on file. You will be required to mail all completed forms back to VPU for processing (and ensure proper postage). Any errors on the forms will be returned to you by mail for correction, which will delay processing. Receipt of payment will be much slower with the paper process.

CAPS Online Attendance Submission Schedule

2025 CAPS Online Attendance Submission Schedule | CAPS en línea 2025 Programa de envío de asistencia

2024 CAPS Online Attendance Submission Schedule | CAPS en línea 2024 Programa de envío de asistencia

2023 CAPS Online Attendance Submission Schedule | CAPS en línea 2023 Programa de envío de asistencia

2022 CAPS Online Attendance Submission Schedule | CAPS en línea 2022 Programa de envío de asistencia

2021 CAPS Online Attendance Submission Schedule | CAPS en línea 2021 Programa de envío de asistencia

Attendance Submission for Payment Policy

In accordance with state child care subsidy regulations [18 NYCRR 415.5(a)(4)], New York City's Administration for Children's Services (ACS) is implementing a new policy effective July 1, 2022 regarding the submission of a bill and documentation of child care services for the processing of payment by ACS.

Effective July 1, 2022, child care attendance, including corrections to attendance, must be submitted by a child care provider or program within 6 months after the month of service to receive payment by ACS for subsidized children enrolled with the child care provider or program. If attendance is not submitted within those 6 months, the child care provider or program may forfeit payment for those services.

For example, if a provider or program seeks payment for any day in March - including attendance for the service month of March corrections to attendance, or other reimbursements for March - these documents must be submitted by no later than September 30, which is 6 months after the end of the March service month. If attendance is not submitted by that date in accordance with standard fiscal procedures, the child care provider or program may forfeit payment by NYC ACS for child care services.

Attendance Maintenance Policy

By regulation, child care providers and programs must also maintain onsite daily attendance records with time of arrival and departure for each child and/or notation of full day absences for each child. In accordance with ACS policy, providers and programs should also record program closure days in CAPS Online or the ACS-2 attendance forms. The ACS-2 will enable time-in/time-out reporting on paper.

Children should not be marked as absent on attendance records, either via CAPS Online or the ACS-2 form when there is a program closure.

Reimbursement for Absences Policy

In accordance with state child care subsidy regulations [18 NYCRR 415.6(b)(4)], New York City's Administration for Children's Services (ACS) will pay child care programs and providers for up to 80 days per year during which an enrolled child is absent from care. Implementation of this policy is retroactive to April 1, 2022.

This policy applies to all programs and providers rendering child care services to families in receipt of child care assistance. The 80 days per year will reset on April 1st of each year or when a child enrolls with a new program or provider.

To drop a child's enrollment, the parent/caregiver, program or provider must notify ACS at 212-835-7610 or the program or provider must drop the child's enrollment using CAPS Online.

If an enrolled child is absent for over 80 days since April 1st, there will be no payment for that child.

Per state child care subsidy regulations at 18 NYCRR 415.6(b)(5), reimbursement is not available for a day a child is absent from care if the provider ordinarily charges the caretaker on a daily or part-time basis and the child for whom reimbursement is requested is otherwise in need of and receives subsidized child care from a different provider on the same day.

Children should not be marked as absent on attendance records when there is a program closure.

CAPS Online Publications

May 2023 Email Distribution: May 2023 CAPS Online Update | Actualización de CAPS ONLINE de mayo de 2023

Provider Responsibilities and Daily Attendance Letter | Carta de responsabilidades de los proveedores y asistencia diaria

February 2023 Email Distribution: February 2023 CAPS Online Update | Actualización de CAPS ONLINE de febrero de 2023

January 2023 Email Distribution: January 2023 CAPS Online Update | Actualizacion de CAPS Online de enero de 2023

December 2022 Mailing: December 2022 CAPS Online Update | Actualización de CAPS Online de Diciembre de 2022

November 2022 Mailing: November 2022 CAPS Online Update | Noviembre de 2022 - Actualización de CAPS Online

October 2022 Mailing: Time sensitive flyers from ACS attached. Please read now! | Se adjuntan folletos urgentes de ACS. ¡Por favor, lea ahora!

September 2022 Mailing: Time sensitive flyer from ACS attached. Please read now! | Se adjuntan folletos urgentes de ACS. ¡Por favor, lea ahora!

August 2022 Mailing: Time sensitive flyers from ACS attached. Please read now! | Se adjuntan folletos urgentes de ACS. ¡Por favor, lea ahora!

July 2022 Mailing: Avoid payment delays! Convert to CAPS Online before September 1, 2022! | ¡Evite retrasos en los pagos! ¡Empiece a usar CAPS Online antes del 1 de septiembre de 2022!

June 2022 Mailing: CAPS IVR and ACS-1 Access Ending September 1 | El acceso a CAPS IVR y ACS-1 termina el 1 de septiembre

May 2022 Mailing: CAPS IVR and ACS-1 Access Ending September 1 | El acceso a CAPS IVR y ACS-1 termina el 1 de septiembre

April 2022 Mailing: Upcoming Changes to ACS-1 and CAPS IVR Phone System | Próximos cambios en CAPS Online

March 2022 Mailing: Important Notice about CAPS Online | Aviso importante sobre CAPS Online

February 2022 Mailing: Important Notice about CAPS Online | Aviso importante sobre CAPS Online

January 2022 Mailing: Important Notice about CAPS Online | Aviso importante sobre CAPS Online

December 2021 Mailing: End of Year Message about CAPS Online | Mensaje de fin de año sobre CAPS Online

November 2021 Mailing: CAPS Online Update | Actualización de CAPS Online

October 2021 Mailing: Sign into CAPS Online Today! | ¡Inicie sesión en CAPS Online hoy!

September 2021 Mailing: CAPS Online is Here! What's next? | ¡CAPS Online ya está aquí! ¿Qué sigue?

August 2021 Mailing: CAPS Online will launch on September 1, 2021 | CAPS en línea se lanzará el 1 de septiembre de 2021

July 2021 Mailing: Changes Are Coming August 2021 (New Date!) | Se esperan cambios en agosto de 2021 (¡Nueva Fecha!)

June 2021 Mailing: Changes Are Coming July 2021 | Se avecinan cambios en julio de 2021

May 2021 Mailing: Changes Are Coming July 2021 | Se avecinan cambios en julio de 2021

April 2021 Mailing: Important News for Child Care Providers | Novedades importantes para proveedores de cuidado de niños

March 2021 Mailing: Important News to Voucher Providers | Noticias Importantes Para Los Proveedores de Cupones

February 2021 Mailing: Important News About CAPS Online | Noticias Importantes Para CAPS Online

January 2021 Mailing: Important News for Child Care Providers | Noticias Importantes Para Proveedores de Cuidado Infantile