Subsidies or Assistance from outside entities for Child Care (i.e. DES, DHS, County funding, etc) can be added to a Child Care Account using the Add Assistance feature. When Assistance has been added to a Child Care Account, it will show on the Invoice for the appropriate Child Care Contract it applies to. Note: The Organization paying the assistance will first need to be added to the system with the appropriate set up. For directions on adding an Organization, select here.
When invoicing using the Assistance feature, the system calculates it based on the set up of the Organization, the Repeat Type for the Assistance and the invoicing date ranges.
- Daily - Invoicing can be any date range
- Weekly - Invoicing must start on a Monday and include a minimum of 1 week in the date range
- Bi-weekly - Invoicing must start on a Monday and should be for a two week period
- Monthly - Invoicing should start on the 1st of the month
Use the following steps to add Assistance to a Child Care Account:
- Select Child Care.
- Select Accounts.
- Search for and select the Account to add Assistance.
- Select Show Account.
- Select Add Assistance.
- Complete the Adding Assistance to Account form. The Start date is required. The End Date can be left blank and will continue to calculate for any contracts for each child indicated in the set up. If the co-pay or other items change, the Assistance can be modified to add an end date and new assistance can be created for that child. Note: If using the Weekly or Bi-weekly option, ensure the Start Date is a Monday. Also, all assistance Repeat types support any Rate/tuition repeat type (i.e. the Assistance can be Daily even if the Rate is Monthly).
- Select Add Assistance.
Once the Assistance has been added, if desired, you can tag the Child Care Accounts that have Assistance. When you invoice, you can either include those tagged accounts in the Mass Invoice or exclude them and run a separate mass or manual invoice for just those tagged accounts. Select this link for information about adding Tags.
Collecting upon Pending Assistance Payments
Payments coming from organizations offering assistance can be collected upon for multiple pending payments (recommended) or individually from each Pending Assistance payment show page. Follow the below directions for collecting multiple pending assistance payments in one step.
- Point to Finance.
- Select Payments.
- Select the pending assistance payments to collect upon.
- Select the Collect Payment button from the right side of the screen.
- Confirm the amount and select Process Payment.