There are several options in the Child Care module for handling any updates to the Child Care Contract status and information. These options are available when you select the magnifying glass icon next to the contract you need to update.
Use Remove Contract:
If a family has registered for a Program within the Child Care module (Preschool, fee-based Kindergarten or School Age Care) and staff has approved the contract, but the family has decided to cancel before the program has begun. You can only Remove a contract before the program has started otherwise, you have to use the Withdraw option. Removed contracts no longer display on the Child Care Attendance app or on Rosters. To Remove a Contract:
- Point to Child Care.
- Select Contracts.
- Search for and select the Contract to be removed.
- Select Show Contract.
- Select Remove.
- Confirm by selecting OK.
Use Withdraw Contract:
If the program has already started and the family has chosen to no longer attend, it is recommended to withdraw the contract. If they have been invoiced, you will need to remove any necessary invoices making sure to note the invoice period as you will want to re-create the invoices once the contract has been withdrawn. When you Withdraw a contract, you will be asked to enter the last attendance date and have an opportunity to add a comment regarding the withdrawal as well as send an email notification, with the comment, to the account owners. The withdraw date will be reflected immediately on the left side of the contract show page. A yellow banner with additional information will appear the next day when the withdraw has been completed. Withdrawn contracts no longer display on the Child Care Attendance app or on Rosters. To Withdraw a Contract:
- Point to Child Care.
- Select Contracts.
- Search for and select the Contract to be removed.
- Select Show Contract.
- Select Withdraw.
- Enter the last date of attendance. If desired, add a note to be emailed to the account owners.
- Confirm by selecting OK.
Use Modify Contract:
If there are changes to the schedule, rate or discounts, the existing contract is modified. If they have been invoiced, you will need to remove any necessary invoices making sure to note the invoice period as you will want to re-create the invoices once the contract has been updated.
If someone wishes to change the site or program they are attending, it is best to Withdraw the existing contract and create a new one with the new information to ensure all rosters and other information are updated properly.
If a refund must be issued when using any of these options, the original payment can be viewed from the Child Care Account show page (Child Care > Accounts). View the payment using the magnifying glass icon and select the Refund option on the right to refund the payment. You can issue a full or partial refund by changing the dollar amount when issuing the refund.
You can still view contracts that have been withdrawn and removed by selecting those options found under the Contracts tab of the Child Care Account show page.