Rates tell the system what to charge on the invoice for a particular child care contract. Rates can be used to limit the number of days per week a particular contract can be created for (i.e. if the rate indicates a 3 day or 5 day option, a contracts for 1, 2 or 4 days can not be created). Even if the particular Program does not charge parents for care, at least one rate must be created (the rate can reflect $0).
There are 5 types of Rates:
- Charge Hourly by Attendance
- Charge Daily by Attendance
- Charge Once Per Day
- Charge Once Per Week
- Charge Once Per Month
The Charge Hourly by Attendance or Charge Daily By Attendance are usually used in conjunction with the Child Care Attendance app on the iPad to collect parent sign in/out time stamps. The system then calculates the invoicing based on that attendance data.
When using the Charge Once Per Week or Charge Once Per Month, even if a student only attends one day, the invoice will reflect that the full week or monthly tuition as being charged. The system will not pro-rate when there are exclusion days where there is not any care. Use the Charge Once Per Day if you only want the invoice to reflect the tuition from the scheduled days on the Consistent or Pick Your Days contracts (i.e. on a week with exclusion day, only the scheduled days for care will be invoiced).
For Pick Your Week contracts, only one rate can be connected to the entire contract. If you use the Charge Once Per Week, it will always charge the full amount for the week (i.e. $150/week even if the week only has 3 days available for care). If a different amount should be charged for weeks with less than a 5 days, use the Charge Once Per Day and make the 1, 2, 3, 4 the same Daily amount as the 5 day rate. Then the system will calculate the number of days times the number of weeks being invoiced and charge for the number of days that were scheduled for care. For example, if someone should be charged $150 for a 5 day week but there are 3 or 4 day weeks during that Season, use the Charge Once Per Day and enter $50 for 3, 4 and 5 days. The system will then calculate and charge $50 times the correct number of days care was available.
If the Rates have not changed from one Season to another, the current rates can be copied to create new rates. Parents will not be able to register online if new rates have not been created and correctly attached to the Site Sections for the new Season.
If using the Non-School Day option, rates for the Non-School Day Sites also need to be created for online registration to take place.
Important Note: The Sites and Site Sections must be created first before the Rates can be added to ensure you can indicate what Site Sections the rates apply to.
Follow the below steps to create new Child Care Rates.
- Point to Child Care.
- Select Rates.
- Select Add Rate.
- Complete the New Child Care Rates form. Ensure the correct Site Sections are selected in the green Where section.
- Select Create.
Follow the below steps to copy existing Child Care Rates and update for a new Season.
- Point to Child Care.
- Select Rates.
- Search for and select the desired Rate to be copied.
- Select Copy Rate.
- Complete the New Child Care Rates form. Update the Season to reflect the current on. Ensure the correct Site Sections are selected in the green Where section.
- Select Copy.