How to Charge a Late Pickup Fee

This article briefly describes how to set up and charge a late pickup fee to all families whose children were checked out past a specified time (closing time) and assumes you are using the Attendance Tracker module. If you need help for your specific situation, please Contact Support.

Choose a Billing Formula

If you haven’t already done so, you’ll need to choose the Billing Formula to use and adjust the rate and end-of-day time as needed.

1. From the Procare Home screen to go Configuration > System > Accounting Management > Family Accounting > Billing Formulas.
2. In most cases the standard formula named After Hours Pickup will be used. Dbl-click the formula to adjust the settings.
   1. Line 1 contains the rate of $1.00 per minute. Adjust the rate as needed.
   2. Line 5 tells the formula what time of day the late pickup rate applies to. By default it runs from 5:00 pm to 12:00 am (midnight). Change the time if needed, for example to 6:00 pm.

3. Click Save > Exit to save any changes.

Assign the Formula to Each Child’s Billing Box

1. Go to Billing Box for each child to who this formula will be assigned. This is done one child at a time.
2. Click the Billing Formulas tab and choose New Formula.

3. Select the Ledger (who to charge), the Description that the parent will see on their statement (usually “Late Pick Up”), the Formula Name from the previous section (usually “After Hours Pickup”). Leave the Value as 0.00. This means the standard rate within the formula will be charged.

4. Click Save > Exit to save any changes.

5. Repeat for other children as needed.

Run Automated Billing to Calculate the Fee

At the end of the day or end of the week run Automated Formula Billing for that formula to calculate late pickup fees for the day or previous week. Wait until everyone has checked out for that day or week.

Note: Fees are charged as a lump sum for the period of time you choose; for example, if you run Automated Billing once a week all late pickups for a single child are added together. In other words if they were picked up late three times during the week, there will be a single charge for the three days added together. To itemize days it is recommended to run billing daily.