Running a pay cycle

Create the cycle if it was not created automatically. The dates prefill with the next period. Step Earlier or Later for a different one. The form warns you if the period already has a cycle.

Before reviewing, sweep Finance › Attendance for the period and fix obvious errors. Missing checkouts, wrong days. After approval a cycle can’t change: put any correction on the next cycle as an Other line item.

Calculate builds one statement per home. Review hours, gross, funding streams, and net. Click a statement for the per-day breakdown.

Compare the cycle total against the previous cycle. Investigate any swing you cannot explain with enrolment changes or closures.

Approve with notes. Pay through your own banking process; CubbyPro holds no provider bank details. Then Mark paid.

Other line items (an advance, a reimbursement, a deduction) can be added or removed until the cycle is approved. They stay through a recalculation.

A rate table or funding change that starts in the middle of a cycle applies from its first day. Earlier days in the cycle keep the old amounts.

Export the CSV every cycle for the records.

Pay follows the home where the child actually was. Temporary placements move the pay with the child. The funded-by field never affects pay.

Moving a child to a new home for good: make the permanent move on the first day of a pay cycle. For the days before that, use a temporary placement at the new home, so each home is paid for the days it cared for the child.