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Adding Assistance to a Child Care Account

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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

If there are multiple children on the account and their co-pay amounts or any other details like the start date or end date are different, each child's assistance will be added as a separate entry. 

Use the following steps to add Assistance to a Child Care Account:

  1. Select Child Care.
  2. Select Accounts.
  3. Search for and select the Account to add Assistance.
  4. Select Show Account. 
  5. Select Add Assistance.
  6. Complete the Adding Assistance to Account form. If there are multiple children on the account and their co-pay amounts are different, each child's assistance will be added as a separate entry.
    • The Start date is required. Note: If using the Weekly or Bi-weekly option, ensure the Start Date is a Monday. 
    • 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.
    • All assistance Repeat types support any Rate/tuition repeat type (i.e. the Assistance can be Daily even if the Rate is Monthly).
  7. 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 Assistance payments at the same time from the Payments list view (recommended) or individually from a single Pending Assistance payment show page. If the amount being collected is a partial amount for those dates of service, the system will automatically create a new Pending Assistance line item on the account reflecting that remaining portion. If the amount being collected does cover the full pending assistance amount, it is best for the system to allocate the funds using these directions for collecting multiple Pending Assistance payments in one step.
  1. Point to Finance.
  2. Select Payments.
  3. If desired, filter the list using the Advanced Search (i.e. Transaction Method = Pending Assistance, Child Care Account = X number). 
  4. Select the check boxes on the left for the desired Pending Assistance to collect upon.
  5. Select the Collect Payment button on the right.
  6. Update the payment method and total amount (i.e. if a paper check, indicate the check number and total check amount). Note: The system will assign the amounts indicated in the green section on the left. Customer Notes and Staff Notes are optional. 
  7. Confirm the details then select Process Payment.

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