Set up the Billing Box by entering recurring fees for each subsidized child with the appropriate amount to be charged to the agency and family.
Before You Begin
You’ll need to Assign Agencies to each subsidized family before you set up the amounts to charge.
Agency Fees & Family Co-pays
Generally you’ll have two or more lines in the Billing Box for each child, one pointed to the Agency Ledger Card for the agency amount and another for the Ledger Card of the Primary Payer (parent) for the co-pay amount. Below are a few examples of how the Billing Box might be set up. See also: Handling Family Co-Pays
Example 1: Contract Billing
Agency pays a fixed monthly amount. Family has a weekly co-payment for this child.
| Ledger | Cycle | Description | Comment | Amount |
|---|---|---|---|---|
| SMITH Agency, DHS Program | Monthly | Toddler Tuition | Agency Share | 480.00 |
| SMITH Primary, Jill Smith | Weekly | Toddler Tuition | Family Co-pay Fee | 20.00 |
Example 2: Contract Billing
Agency pays less than your standard weekly rate. Family pays the difference. To do this the family (Primary Payer) is charged the full amount and credited back for the agency share. After Automated Billing this family’s balance would be 35.00.
| Ledger | Cycle | Description | Comment | Amount |
|---|---|---|---|---|
| SMITH Agency, DHS Program | Weekly | Toddler Tuition | Agency Share | 100.00 |
| SMITH Primary, Jill Smith | Weekly | Toddler Tuition | Standard Rate | 135.00 |
| SMITH Primary, Jill Smith | Weekly | Agency Share Credit | Credit to Family | 100.00 |
Note: Blue lines are charges, yellow lines are credits.
Example 3: Combine Contract & Formula Billing
Agency pays a daily rate based on the number of days a child attends. You’ll use a Contact Cycle for the family co-pay and Billing Formulas for the daily rate. The agency may allow a certain number of absent days with the family paying for any that exceed the agency allowance. The family may also pay for any late pickups.
Part A – Contract Cycles
| Ledger | Cycle | Description | Comment | Amount |
|---|---|---|---|---|
| SMITH Primary, Jill Smith | Weekly | Toddler Tuition | Family Co-pay Fee | 20.00 |
Part B – Billing Formulas
| Ledger | Formula Name | Description | Comment |
|---|---|---|---|
| SMITH Agency, DHS Program | Agency w/Monthly Absent Days | Toddler Tuition | Agency Amount |
| SMITH Primary, Jill Smith | Agency Not Allowed Absent Days | Absent Day Fee | Absent Days Charged to Parent |
| SMITH Primary, Jill Smith | After Hours Pickup | Late Pickup Fee | Late Pickup Charged to Parent |