Parents who access their accounts online may print their own tax statements from the Public side beginning on January 1st of the new year. Payments for anything on the invoices for the account are included on the tax statement (including registration fees, tuition payments, other fee adjustments, etc). The tax statements will reflect line items for each payment and who made that payment to the account and reflects a date range. There is a disclaimer that states, "This document is for your information and/or record keeping only and is not intended to be relied upon for any other purpose. If using this document for state or federal tax purposes please consult a licensed tax professional."
A parent can access previous tax statements anytime by selecting the Manage Account tab online provided they have paid something in the most recent calendar year. If there are any gaps in paying, the Tax Statement for previous years can only be accessed from the Admin side. For example, if they attended 2 years in a row then skipped a year, the previous 2 years will not be available online.
The Tax Statement is broken down for any person that has made payments on the account. If there was more than one payer, the report will be multiple pages. For instructions on printing or viewing tax statements from the Public side, select here.
The Eleyo Child Care Tax Statement deducts late payment and late pickup fees (the last line in the tax statement report). In addition to the system-generated late payment and late pick-up fees, adjustments created manually with the following phrases in the adjustment name are also considered fees not related to tuition:
- late payment fee
- finder
- late pick
- early arrival
Any other manually created fee adjustments or added using the Misc Fees option under Rates created on the account are included in the final total on the tax statement as they were collected as part of one of the tuition payments. Credit adjustments (i.e. weather day/cancelled day adjustments, etc) are also excluded as credit adjustments are not collected as actual payments.
The Tax Statement report includes payments received up to and including December 31st (including electronic checking or savings payments processed on 12/31). For example, if an invoice is generated for January 1 to January 31 of a calendar year and it contains a late fee for the previous calendar year (i.e. a late fee for a December payment), that late fee will appear on the next year's tax statement. If the payment is made in December including a late fee for that calendar year, that will appear on that year's tax statement.
Each Program must reflect a Federal Tax ID number in order for the system to create the Tax Statement report.
To print the statements for one or more accounts or for an entire program from the Administrative side of the system, follow the directions below.
- Point to Child Care.
- Select Accounts.
- Select View All.
- Select any accounts you need the tax statement for. Note: You can print it for all of the accounts using the top check box in the upper, left corner of the screen.
- Select the Reports button in the upper, left corner of the screen.
- Select the Child Care Tax Statements from the list of available reports.
- Select Run Selected Reports.
- Select the Program to run the tax statement for (if the student attended multiple programs in the year, you would need to run separate tax statement reports). Update the other Data fields and the desired output format.
- Select Continue.
- When the report is finished running, select the Download Finished Report(s) to view, save and/or print.
If a report of payments and other activity is needed during the current year or to provide additional detail as a supplement to the tax statement, the Child Care Account Activity report can be generated. On the Admin side, you may also filter payments from Finance > Payments to a specific payer name, account number or date to create Payment Receipts for each payment made on the account. Receipt details will include the Long Description from the Program.
Payer's can also download receipts and invoices from the Your History section online. The Payment Receipt PDF includes the payer’s name, child’s name, child care account number, Tax ID number for your program and the invoice period it reflects a payment for. If they wish to download all receipts as one PDF, use the Payment/Refund Receipts button.
The Child Care Account Activity report can be created in the name of any account owners associated with the child care account. A report for each recipient/owner has to be generated separately. To access the Child Care Activity report from the Admin side, use these steps:
- Point to Child Care.
- Select Accounts.
- Search for the desired Child Care Account and select it using the check box on the left.
- Select the Reports button in the upper, left corner of the screen.
- Select the Child Care Activity Report.
- Select Run Selected Reports.
- Update any of the Data fields (i.e. recipient name, program, date range).
- Select Continue.
- When the report is finished running, select the Download Finished Report(s) to view, save and/or print.