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
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