TX HHS Form 7240. Monthly Attendance Record

Form 7240 is a standardized Monthly Attendance Record used by child-care operations to document each child’s daily presence, absences, holidays, withdrawals, and other attendance-related details. Although the form may look simple at first glance, it plays a crucial compliance role: it serves as an official record required by state regulators, auditors, and sometimes parents when verifying attendance patterns, subsidy eligibility, or billing accuracy.

Child-care providers typically complete this form every month, entering daily attendance codes for each child based on the operation’s activity. Understanding how to fill out Form 7240 correctly helps prevent administrative issues, licensing violations, and disputes during audits or inspections.

Purpose and Importance of the Form

Form 7240 is designed to provide a clear and traceable account of how many days a child attended a licensed child-care program within a specific month. The form also records patterns like absences, holidays, sickness, or withdrawal from the program.

This document is often required for:

• Compliance with child-care licensing rules
• Internal attendance monitoring and billing
• Subsidy program eligibility verification
• Audits conducted by oversight agencies
• Record-keeping for parental inquiries or disputes

Because attendance records can impact reimbursement amounts, staffing ratios, and compliance status, this form carries legal and administrative significance.

Explanation of Key Sections

Operation Information

This section identifies the child-care operation by name and includes the month and year for which the attendance is recorded. Providers must ensure the operation’s legal name matches its licensing documents.

Child’s Name

Each child enrolled in the program should be listed separately. A separate row is used for every child, and additional sheets may be necessary for larger groups.

Daily Attendance Codes

The form uses predefined codes to document attendance for each day of the month:

• A — Absent
• AS — Absent due to sickness
• H — Holiday (operation closed)
• AV — Absent/Vacation
• S — Saturday or Sunday
• W — Withdrawn from the program

Providers should choose the code that most accurately reflects the child’s status for each date.

Total Days

This section captures the final count of attendance days for each child. It is often used for billing, subsidy claims, compliance checks, and staffing records.

Common Mistakes to Avoid

• Leaving blank days instead of entering an appropriate code
• Using incorrect codes or mixing similar codes (e.g., “A” instead of “AV”)
• Failing to update the form when a child withdraws
• Entering total days incorrectly due to miscounting
• Writing additional notes instead of using only the approved codes

Practical Filing Advice

• Fill out the form daily, not retroactively — this ensures accuracy.
• Double-check weekends and holidays, since most attendance discrepancies occur in these areas.
• If a child withdraws, mark “W” starting from the withdrawal date.
• Keep supporting documents (doctor notes, vacation notices) separately for audits.

When This Form Is Required

Child-care operations must complete Form 7240 every month for licensing compliance. It may also be required when:

• The operation receives state subsidies tied to attendance
• Parents request official attendance documentation
• Auditors or inspectors review the file

If the program does not track attendance daily, it risks regulatory violations.

Who May Complete the Form

The form should be filled out by authorized child-care staff such as the director, assistant director, lead teacher, or administrative personnel responsible for attendance documentation. Unauthorized persons should not alter or update the record.

Examples of Real-Life Situations

• A child is absent for five days due to the flu: The provider should mark “AS” for each day once appropriate notice or documentation is provided.
• The family takes a scheduled vacation: Mark “AV” for the specified dates and keep any written request from the parent.
• A child leaves the program mid-month: The provider marks regular attendance or absences until the withdrawal date, then uses “W” for all days after.
• The operation closes for a state holiday: Mark “H” for the holiday; these days are required for compliance review.

Supporting Documents You May Need

• Doctor’s notes for sickness-related absences
• Vacation request forms from parents
• Enrollment or withdrawal documentation
• Holiday schedule for the operation

FAQ

• Do I need to fill out the form daily? Yes. Daily completion ensures accuracy and prevents errors during audits.
• Can I use my own attendance codes? No. Only the codes listed on the form should be used.
• What happens if I leave days blank? Blank spaces can be interpreted as missing records and may lead to compliance issues.
• Do parents need to sign the form? Generally no, unless the operation has an internal policy requiring it.
• What if a child attends part of the day? The form records presence or absence, not hours, so mark the child as present if they attended.
• How long should I keep the completed forms? Most providers retain attendance records for several years, depending on state requirements.

Micro-FAQ

• What is the form for? Tracking monthly child attendance.
• Who files it? Licensed child-care providers.
• When is it completed? Every month, daily entries recommended.
• Are attachments needed? Only for documented absences like sickness.
• Where is it submitted? Kept in the provider’s internal records unless requested by regulators.
• Why are codes required? To standardize attendance documentation.
• Is it legally required? Yes, for most licensed child-care operations.

Related Forms

• Daily Attendance Log
• Enrollment/Withdrawal Form
• Child Information Sheet
• Incident/Illness Report

Form Details

• Form Name: Monthly Attendance Record
• Form Number: 7240
• Region: Typically used by licensed child-care operations within U.S. regulatory systems
• Revision Date: April 2018