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, the contract should be Removed. You can only Remove a contract when there has been no attendance or invoicing. Otherwise, you have to use the Withdraw option. Removed contracts no longer display on the Child Care Attendance app or on Rosters. The contract will stay associated with the child care account as part of the history. There is not any automated message when a contract is removed.
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, there is attendance recorded (including absences) and the family has chosen to no longer attend, the contract would need to be Withdrawn. If they have been invoiced for dates they are not going to attend, you will need to remove any necessary invoices (you will re-create the invoices once the contract has been withdrawn).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. Staff is presented with the opportunity to add a comment regarding the withdrawal as well as send an email notification, with the comment, to the account owners. The email is optional. If the contact is a Consistent Schedule, the withdraw date will be the end date. If it is a Pick Your Days, the system should remove any future scheduled dates after the withdraw date.
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 after the designated last day of attendance/ withdraw date has passed and the process completed. Withdrawn contracts no longer display on the Child Care Attendance app or on Rosters. They are displayed with a grey highlight on the Contracts tab of the Site show page. If a contract is withdrawn in error and needs to be re-activated, the contract can be modified and the withdraw date removed from the Withdraw field. If there were any invoices with a date range that includes the Withdraw date, they may have to be removed before the changes can be made.
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 to update a Contract:
If there are changes to the schedule, rate or discounts, the existing contract is modified. If the account has 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 then select the Refund option on the right to refund the desired amount. You can issue a full or partial refund by changing the dollar amount when issuing the refund.