Fee subsidy plans

Where. Plans: Sidebar › Finance › Parent invoices › Student plans tab. Per child: Children › Children › click the child › Services tab

A family on fee subsidy pays only part of the daily fee, so their invoices must bill only that part. Set this up with a subsidy student plan that charges the family’s daily amount, then put the child on it.

Create the plan. One plan covers every child in a region who pays the same daily amount. Make a plan for each region and each daily amount your families pay.

Go to Finance › Parent invoices, open the Student plans tab, and click + New plan.
Region. Choose the region of the child’s home. A child can only be given a plan from their home’s region.
Name. Include the word Subsidy, for example Peel Subsidy $10 a day, or Peel Subsidy Full for families who pay nothing. Reports use this word to count fee subsidy children.
Effective start. Use the earliest date any family on this plan starts their subsidy. Leave Effective end blank.
Billing day of week. If Invoicing settings bills By plan, choose the same weekday as the family’s regular plan. A plan with no billing day does not create invoices automatically.
Late pickup grace and Apply HST on top of rates. Set them the same as the family’s regular plan.
Daily rates. On the Any age row, Operating line, enter the family’s daily amount under every hours column, from < 4 hrs to 12+ hrs. Use the same amount in each column unless the family’s share changes with hours. Enter 0 if the family pays nothing. Leave the Closure line and the age rows blank. They follow the Any age row.
Click Save plan. Never click Set as default on a subsidy plan. The region default bills every child in the region who has no plan of their own.

Put the child on the plan. Open the child from Children › Children and go to the Services tab.

Subsidy from the first day of care: under Plan & Billing, choose the subsidy plan in Plan, then click Save changes.
Subsidy that starts later, or is backdated: open Plan History & Future Plans and click + Add plan. Set Effective from to the first day of the subsidy. Choose the subsidy plan in Plan (rate table) and leave Custom rate blank. Add the approval reference in Notes, then click Save plan. The previous plan ends the day before on its own.
Leave Billing exemption on None. An exemption stops invoices for the child altogether.

Note. Changing Plan under Plan & Billing takes effect today. When the subsidy starts on another date, use + Add plan with that date. Picked the wrong plan? Add it again with the same Effective from date. The new entry replaces the wrong one.

Check it. On the Student plans tab, click the children count on the subsidy plan, for example 3 children, to see who is on it today. Then preview the child’s next draft invoice before sending it. A draft made before the change needs Recalc from its actions menu.

Invoices already sent at the full fee. Sent invoices do not change when the plan changes. Give the family the difference as a credit note: on the child’s Billing tab, click + Add new › Credit note. It comes off their next invoice on its own, or click Apply on the credit to use it on an unpaid invoice now.

When the subsidy ends or changes. Use + Add plan again with the date of the change and the family’s new plan. Keep the old subsidy plan as it is. Other children may still be on it, and past invoices were billed from it.

A family who pays nothing still gets a $0 invoice for the record. It is never emailed to them.

Invoices bill only the family’s share. The subsidy portion is not on the family’s invoice.

If CWELCC reporting is turned on for your agency, Finance › CWELCC reporting counts these children in the Fee subsidy column. The Subsidy this month card on the dashboard shows CWELCC amounts, not fee subsidy plans.