Parent/Guardian Web Portal
User Manual
Indiana
www.hoosierchildcarefamily.com
TABLE OF CONTENTS
Welcome to the Parent/Guardian Web Portal __________________________________________________________ 1
About The Manual _________________________________________________________________________________________________ 1
About the Parent/Guardian Portal _______________________________________________________________________________ 1
Getting Started: Set-up & Login _________________________________________________________________________ 2
Set Up A New Account _____________________________________________________________________________________________ 2
Enter Identification Information ______________________________________________________________________________ 3
Create a User ID and Password ________________________________________________________________________________ 4
Choose & Answer Your Security Questions ___________________________________________________________________ 4
Login & Manage your Password __________________________________________________________________________________ 6
Log In to the Parent/Guardian Web Portal ____________________________________________________________________ 6
Manage Your Password _________________________________________________________________________________________ 7
Forgotten Password ____________________________________________________________________________________________ 7
Incorrect Passwords and Lockouts ____________________________________________________________________________ 9
Account Lockout when Unused ________________________________________________________________________________ 9
Home/Case Profile ________________________________________________________________________________________________ 10
Read Broadcast Messages from FSSA _________________________________________________________________ 11
Look Up Information about Your Case ________________________________________________________________ 12
Case Attendance Report __________________________________________________________________________________________ 13
Find the Attendance Record You Need _______________________________________________________________________ 13
Provider Profile ___________________________________________________________________________________________________ 15
Cardholder Profile ________________________________________________________________________________________________ 16
Child Profile _______________________________________________________________________________________________________ 17
Voucher & Payment Information ________________________________________________________________________________ 18
Voucher Details ________________________________________________________________________________________________ 18
Voucher Payment Inquiry _____________________________________________________________________________________ 19
Voucher Payment Summary ___________________________________________________________________________________ 20
Voucher Payment Details ______________________________________________________________________________________ 21
TABLE OF CONTENTS
Approve or Deny Late Attendance ____________________________________________________________________ 22
Late Attendance Worklist ________________________________________________________________________________________ 22
Voucher Late Attendance Details ________________________________________________________________________________ 23
How to Get Help ________________________________________________________________________________________ 24
WELCOME TO THE PARENT/GUARDIAN WEB PORTAL
Page 1 State of Indiana
Welcome to the Parent/Guardian Web Portal
Welcome to the Indiana Family and Social Services Administration (FSSA) HoosierWorks for Child Care
Parent/Guardian Web Portal.
This User Manual will help you manage your HoosierWorks for Child Care case and voucher information
on the Parent/Guardian Web Portal found at www.hoosierchildcarefamily.com.
ABOUT THE MANUAL
This manual provides basic instructions on how parents and guardians can log into the Parent/Guardian
Web Portal to manage their HoosierWorks for Child Care case.
The images in this manual may change over time as the program changes. For the most current program
information, visit the Portal at www.hoosierchildcarefamily.com.
ABOUT THE PARENT/GUARDIAN PORTAL
The Parent/Guardian Web Portal allows 24/7 access to information about your HoosierWorks for Child
Care case, including the following:
Manage your Web Portal account (log-in and password)
Read broadcast messages from FSSA
Look up up-to-date information about your current and past vouchers, current and past attendance
payments, and all attendance entries
Approve or deny late attendance entries
GETTING STARTED: SET-UP & LOGIN
Page 2 State of Indiana
Getting Started: Set-up & Login
SET UP A NEW ACCOUNT
The first time you visit the Parent/Guardian Web Portal at www.hoosierchildcarefamily.com, you will create
a new account. On the Welcome screen, below, click Register Now to start the process.
Screen 1. Parent/Guardian Web Portal Welcome Screen
On the following screen, you will enter your cardholder and card information to access your HoosierWorks
for ChildCare account. You will also create a User ID and Password that you will use each time you visit
the Parent/Guardian Web Portal.
GETTING STARTED: SET-UP & LOGIN
Page 3 State of Indiana
Screen 2. New Account Set-up Screen
Enter Identification Information
Cardholder (name, address and date of birth) and card (number and PIN) information must match the
information in FSSA’s account to link your new account with your HoosierWorks for Child Care account.
GETTING STARTED: SET-UP & LOGIN
Page 4 State of Indiana
Create a User ID and Password
The User ID and Password you create will be used each time you log in to the Parent/Guardian Web
Portal. DO NOT SHARE YOUR PASSWORD WITH ANYONE ELSE! The User ID and Password must meet
the following format rules:
User ID Password
Must be at least 5 characters long, but no more than 11 characters
Must be at least 10 characters long, but no more than 16 characters
You can use any combination of lettersand numbers
User ID is not case-sensitive (i.e., treats“A” and “a” as the same)
Must have:
At least one (1) number At least one (1) upper-case letter At least one (1) lower-case letter At least one (1) special character,
which MUST BE one of these: __ # or $
After entering a User ID and Password that meet the rules above, read and accept (by clicking check-box)
the Terms and Conditions and click Submit.
NOTE: Once you create an account, your Password will expire every 60 days and you will need to change
your password. The Portal will alert you to this when you log in.
After creating a User ID and Password, you will be asked to choose and answer Security Questions to use
to reset your account if you forget your password in the future.
Choose & Answer Your Security Questions
On the following screen, you will be asked to choose three (3) Security Questions from five (5) standard
security questions. First, choose a security question from the drop-down list of options. Then, type in your
answer to that question. (NOTE: You will be asked for this answer if you forget your Password in the future.
You also will need to remember which Security Questions you set up for your account.) Security Question
answers must meet the following format rules:
Security Question Answers
Must be at least 3 characters long, but no more than 30 characters
Answer must use characters a-z, A-Z, 0-9, or a space You cannot use a space at the beginning or end of your answer You cannot use two spaces in a row One answer cannot be the same as an answer to another question Answers are not case sensitive (i.e., treats “A” and “a” as the same)
GETTING STARTED: SET-UP & LOGIN
Page 5 State of Indiana
Screen 3. Security Question Set-up
After choosing and answering your security questions, click the Submit button to complete the new account
set-up process. (NOTE: This screen is also used if you choose to change your Security Question answers in
the future.)
GETTING STARTED: SET-UP & LOGIN
Page 6 State of Indiana
LOGIN & MANAGE YOUR PASSWORD
Log In to the Parent/Guardian Web Portal
Once you successfully create your new account, you will log in to the Parent/Guardian Web Portal on the
Welcome screen with your User ID and Password.
Screen 4. Parent/Guardian Web Portal Welcome Screen
GETTING STARTED: SET-UP & LOGIN
Page 7 State of Indiana
Manage Your Password
Your password will expire every 60 days and you will need a new password. If you log in within ten (10)
days of your password expiration date, you will see the following message:
Logon Message
Yes
Your password will expire in 8 days. Do you want to change it now?
No
The first time you log in after your password expires, you will see the following message:
Logon Message
OK
Your password has expired and must be changed.
After clicking “Yes” to the early warning message or “OK” on the expiration message, you will be taken to the
password change screen. On the screen, below, you will enter (and re-enter) a new password, which also
follows the format rules on page 4.
Screen 5. Change Your Password
Forgotten Password
If you forget your password, click Forgot Password? on the Welcome screen, below the login area. On
Screen 6 on the following page, you will enter your User ID to begin the password re-set process.
GETTING STARTED: SET-UP & LOGIN
Page 8 State of Indiana
If you forget your password, click the Forgot Password? hyperlink to view Screen 6 and begin the password
re-set process. Enter your User ID and click Submit to continue the process. (NOTE: If you forgot your
User ID, call the Conduent Parent/Guardian Help Desk at 1-800-876-0487.)
Screen 6. Re-set Password 1
Enter your User ID and click Submit to continue the process. (NOTE: If you forgot your User ID, call the
Conduent Parent/Guardian Help Desk at 1-800-876-0487.)
Screen 7. Re-set Password 2
GETTING STARTED: SET-UP & LOGIN
Page 9 State of Indiana
On Screen 7 on the previous page, you will choose one (1) of the three (3) Security Questions you chose
during account set-up and enter the Security Answer. If the answer matches the one you gave during
account set-up, you will be taken to a screen to change your password (see Screen 5).
Incorrect Passwords and Lockouts
Keeping cardholder information secure is important to us. Your account will be locked out if the wrong
password is used three (3) or more times in a row.
If the wrong password is entered three (3) times in a row, the account is locked for 30 minutes.
Even if the correct password is entered, once the account is locked, the parent/guardian cannot log
in. If your account is locked, wait 30 minute and try again.
If you the wrong password is entered nine (9) times in a row, the account is disabled and must be
re-set by Xerox or FSSA.
Account Lockout when Unused
If you do not log into the Parent/Guardian Web Portal for 180 days, your account will be disabled and your
password will need to be changed.
GETTING STARTED: SET-UP & LOGIN
Page 10 State of Indiana
HOME/CASE PROFILE
You will see this screen once you log in to the Parent/Guardian Web Portal, once you view any broadcast
message(s) on your case. From anywhere in the Parent/Guardian Web Portal, click the Home link to
return to your Case Profile.
Screen 8. Case Profile (Home)
The Case Profile lists basic information about your case, including cardholders and voucher/child
information associated with the case.
Click a blue, hyperlink Cardholder Name or Child Name to go to more detailed information about that
cardholder or child’s voucher.
Click the Attendance button to see the Attendance Report for this case. Click the Late Attendance
Worklist button to see Late Attendance entries that waiting for your review and approval or denial.
555-555-5555
READ BROADCAST MESSAGES FROM FSSA
Page 11 State of Indiana
Read Broadcast Messages from FSSA
FSSA can send messages to HoosierWorks for Child Care parents and guardians using the
Parent/Guardian Web Portal. If you have a message(s) from FSSA, it will be displayed after you log in to
the portal. FSSA can send messages statewide, countywide or to one, specific case.
Screen 9. Broadcast Messages
You can also read broadcast messages on this screen by clicking View Message from the My Profile section
of the Home page.
If there are more than 10 broadcast messages listed, click the Previous or Next page links to view more
messages.
LOOK UP INFORMATION ABOUT YOUR CASE
Page 12 State of Indiana
Look Up Information about Your Case
You can look up a variety of information about your case on the Parent/Guardian Web Portal. From the
Case Profile (Home) Screen, you can access:
Case Attendance Report
Provider Profile
Cardholder Profile
Child Profile
Voucher & Payment Information
On the following pages, each screen is provided, with how to get to the screen from the Case Profile.
Screen 10. Case Profile (Home)
555-555-5555
LOOK UP INFORMATION ABOUT YOUR CASE
Page 13 State of Indiana
CASE ATTENDANCE REPORT
To get to this screen, click the Attendance button on the Case Profile (Home) Screen. The Case
Attendance Report shows all attendance for the children on the case. You can search by date for specific
attendance information. Attendance only shows up in the system once it is approved (for example, Late
Attendance entered by a provider but not yet approved by the parent/guardian will not show up on this
screen).
Screen 11. Case Attendance Report
Find the Attendance Record You Need
You can Search for an attendance record by date by entering the month starting and ending dates
((MM)/day (DD)/year (YYYY)) of interest. Then, click the Search button. (The Reset button will start your
search over with blank fields.)
You can Search by transaction type, if you choose a type from the drop-down menu:
IN: Check-in
OUT: Check-out
P/IN: Previous Check-in (checked in within two weeks of date)
P/OUT: Previous Check-out (checked out within two weeks of date)
L/IN: Late Check-in (checked in later than two weeks, but within a year, of date)
L/OUT: Late Check-out (checked in later than two weeks, but within a year, of date)
SAF: Store and Forward (attendance saved for later processing because system was down)
PERSONAL DAY: Day designated as Personal Day without child care attendance
L/PERSONAL DAY: Late Personal Day, entered within a year of date
VOID: Voided attendance entry
VOID ENTIRE DAY: Voided attendance day
LOOK UP INFORMATION ABOUT YOUR CASE
Page 14 State of Indiana
PROVIDER HOLIDAY: Provider holiday (facility closed)
INCLEMENT WEATHER CLOSURE DAY: Provider closure due to extreme weather conditions
You can also use the Search Results Toolbar to find what you need:
Click the arrows to move to the first page, previous page, next page or last page, from left to right
Click on these icons to export your list of attendance records to a text file (.txt), Microsoft Excel file (.xls) or Adobe PDF file (.pdf), from left to right
Click the magnifying glass to find a specific record, and click the arrows to refresh (or update) the list
Enter one or more letters or numbers into the fields above column names to find records with those letters or numbers (for example, type “John” above Child First Name to find attendance records for John).
LOOK UP INFORMATION ABOUT YOUR CASE
Page 15 State of Indiana
PROVIDER PROFILE
To get to this screen, click the hyperlink Child’s Name on the Case Profile (Home) Screen, then select the
Provider’s Name hyperlink in Voucher History. Hyperlinks to vouchers for children on the case cared for
by this provider are also on this screen.
Screen 12. Provider Profile
Click on blue hyperlinks to see Child Profile from this screen.
555-555-5555
LOOK UP INFORMATION ABOUT YOUR CASE
Page 16 State of Indiana
CARDHOLDER PROFILE
To get to this screen, click the hyperlink Cardholder’s Name on the Case Profile (Home) Screen. The
selected cardholder’s card and contact information are shown on this screen. Hyperlinks to vouchers for
children on the case are also on this screen.
Screen 13. Cardholder Profile
Click on blue hyperlinks to see Case Profile, Cardholder Profile or Child Profile from this screen.
555-555-5555
LOOK UP INFORMATION ABOUT YOUR CASE
Page 17 State of Indiana
CHILD PROFILE
To get to this screen, click the hyperlink Child’s Name on the Case Profile (Home) or Cardholder Profile
screen. Vouchers for the selected child are shown on this screen.
Screen 14. Child Profile
From this screen, click on blue hyperlinks to see Case Profile, Cardholder Profile, or Provider Profile.
Click the Details button to see Voucher Details for the selected voucher.
555-555-5555
LOOK UP INFORMATION ABOUT YOUR CASE
Page 18 State of Indiana
VOUCHER & PAYMENT INFORMATION
To get to voucher and payment information, click the Details button on the Child Profile screen. The first
screen you will see is the Voucher Details screen.
Voucher Details
This screen shows detailed information about the selected child’s voucher.
Screen 15. Voucher Details Screen
555-555-5555
LOOK UP INFORMATION ABOUT YOUR CASE
Page 19 State of Indiana
Click the blue hyperlink to see the Case Profile or Provider Profile screen.
Click the Payments button to see the Voucher Payment Inquiry screen that shows payment information
related to this voucher.
Voucher Payment Inquiry
This screen allows the parent or guardian to search for attendance payment details for a selected payment
period for a voucher.
Screen 16. Voucher Payment Inquiry Screen
Select a Year and Payment Period from the drop-down menus to search for attendance payment details.
555-555-5555
LOOK UP INFORMATION ABOUT YOUR CASE
Page 20 State of Indiana
Voucher Payment Summary
This screen shows the attendance payment details resulting from the search on the Voucher Payment
Inquiry screen. You can see payments made for this voucher during the selected payment period, including
Late Attendance payments.
Screen 17. Voucher Payment Summary Screen
Click on a blue hyperlink Payment Amount (for example, $99.50 above) to see the Voucher Payment
Details Screen for that payment.
SEARCH
LOOK UP INFORMATION ABOUT YOUR CASE
Page 21 State of Indiana
Voucher Payment Details
This screen is accessed with the user clicks a blue hyperlink Payment Amount on the Voucher Payment
Summary Screen. The screen shows payment attendance details for the week selected.
Screen 18. Voucher Payment Details Screen
Each Settled (paid) attendance entry or transaction, with time and transaction type details, for the selected
week is listed on this screen.
The Voucher Payment Details Screen shows Late Attendance Payments for the selected week (for
example, the Late Personal Day (L/Personal Day) listed in the Voucher Payment Details on Screen 18). Late
Attendance is paid only after the Child Care Provider enters the attendance into the Provider Web Portal,
and the parent or guardian approves the attendance on the Parent/Guardian Web Portal or through the
Conduent Parent/Guardian Help Desk at 1-800-876-0487.
APPROVE OR DENY LATE ATTENDANCE
Page 22 State of Indiana
Approve or Deny Late Attendance
LATE ATTENDANCE WORKLIST
The Late Attendance Worklist Screen shows attendance entries that are not yet Settled (paid). These
entries are in Pending status, waiting for approval or denial from a parent or guardian.
Screen 19. Late Attendance Worklist Screen
Click the Details button to see the detailed information about the Late Attendance entry, and to approve or
deny payment.
APPROVE OR DENY LATE ATTENDANCE
Page 23 State of Indiana
VOUCHER LATE ATTENDANCE DETAILS
This screen shows all attendance details for the selected week, including both the Settled (Paid) and
Unsettled (unpaid) Late Attendance entries. On this screen, a parent or guardian can approve or deny
Late Attendance entries – either matched check-in/check-out pairs or Late Personal Day entries.
Screen 20. Late Attendance Details Screen
The Voucher Late Attendance Details Screen lists all Late Attendance entries, whether they are Settled
(paid), Pending (waiting for approval from parent/guardian), Approved (approved by parent/guardian,
waiting for payment calculation), or Denied (waiting for payment calculation).
On the Voucher Late Attendance Details Screen (Screen 20), the parent or guardian can approve or deny
a late attendance entry created by a Provider by clicking the Approve or Deny button next to the entry.
NOTE: Late attendance entries must be created and approved within 364 days of the original attendance
date. Parents and guardians should approve or deny late attendance entries promptly to promote efficient
payment to child care providers.
HOW TO GET HELP
PG-WEB-2017 State of Indiana
How to Get Help
Visit www.hoosierchildcarefamily.com for up-to-date information about the HoosierWorks for Child Care
program. See below for other phone numbers and websites that can help.
Conduent Parent/GuardianHelp Desk
Your LocalIntake Agent
Check the website below for the address, phone number and
email address for your Local Intake Agent
Tel 1-800-876-0487 www.in.gov/fssa/carefinder/3900.htm
Use the menu 24 hours/day, or speak to a representative during business hours:
To set up your PIN
To change/re-set your PIN
To approve late attendance
To talk to Customer Service
Visit, call or email your Local Intake Agent:
To ask questions about yourvoucher account
To ask questions about problemswith your HoosierWorks card