The ERDC reporting checklist for Oregon centers
The exact attendance and billing fields the Oregon Employment Department wants for ERDC subsidy reimbursement. Bookmark this; print it; tape it to the office wall.
Lavender keeps the paperwork.
The Employment Related Day Care (ERDC) program reimburses Oregon centers for child-care services delivered to qualifying low-income families. The reimbursement itself is straightforward. The reporting that produces it is where centers lose hours every month.
This is the checklist we use at our own centers. It's not the official spec — for that, see the ODHS ERDC documentation. But it's what we keep on the office wall, and what RoundUp's Subsidies addon (Lavender) generates automatically.
What ODHS actually wants each month
The monthly ERDC submission has four sections. Get all four right, get paid on time. Miss one, get a phone call.
1. Roster of subsidy-eligible children
- Child's full legal name, exactly as on the ERDC authorization letter
- Date of birth (used to verify age band)
- ODHS case number (one per family, not per child)
- Authorization start date and end date
- Authorized hours per week (full-time / part-time / hourly)
- Co-pay amount the family owes (you collect this; ODHS doesn't)
2. Attendance — the part centers get wrong most
- Date of each day attended
- Check-in time and check-out time (not just "present")
- Total hours (computed from check-in/out, not estimated)
- Absences with reason codes: illness, family, holiday, provider closure
- Holidays you were closed (these don't count toward absences)
- Any "absent more than 5 consecutive days" flag — triggers automatic re-authorization
3. Billing
- Authorized monthly subsidy amount (from the auth letter)
- Family co-pay collected (or attempted) — you must report unpaid co-pays
- Any late fees or non-subsidy charges (these go to the family, not ODHS)
- Total billed vs. total reimbursable (these differ when attendance is partial)
4. Provider information
- Provider's ODHS provider number
- Director / administrator name and signature
- Date of submission (ODHS expects monthly, by the 10th)
The five most common mistakes
1. Estimating hours instead of using check-in times
"She's here from 8 to 5 every day" is not enough. ODHS wants actual times — and an audit can require you to produce them with timestamps. Estimating is the fastest way to get a recoupment letter.
2. Mismatched names
If the family calls their kid "Bobby" but the auth letter says "Robert James," ODHS will reject the claim. Use the legal name from the authorization, every time.
3. Not collecting co-pays
The co-pay is the family's responsibility, but the collection is yours. ODHS will ask whether you collected it. "We've been letting it slide" is technically program fraud. The fix is to collect it (or document why you couldn't) — RoundUp handles this on the Tuition addon (Yellow).
4. Late submissions
The 10th of the month is hard. ODHS won't reject a late submission, but reimbursement gets delayed by a full cycle. Centers that submit on the 9th get paid 30 days faster than centers that submit on the 11th.
5. Not reporting closures
Snow days, power outages, and unscheduled holidays must be reported. They don't count against the family's authorized days, but if you don't flag them, ODHS sees them as absences and the math goes wrong.
How RoundUp does it
The Subsidies & QRIS addon ($39/mo) generates the full ERDC monthly export from your live attendance, billing, and roster data. The fields above are populated automatically; the export is in the format ODHS expects. Lavender flags the 5-day rule and reminds you about the 10th of the month.
What used to take an Oregon director 4–6 hours per month takes about 8 minutes — most of which is reviewing what the system already filled in.
Sources. Oregon Department of Human Services — Employment Related Day Care (ERDC) program. Last reviewed: 2026-05-07. Always confirm current submission requirements with your ODHS case worker — these change. Not legal or financial advice.