Best Practice for Handling Subsidized Students

Here is the simplest way to handle invoicing for subsidized students

In Curacubby, there are 2 distinct groups of users:

• Those who are financially responsible for paying the bills (Parents)
• Those who are incurring the charges & attending school (Students)

SETUP

When you have a student who receives subsidies, the best setup is below

FAMILY SETUP

1. Create a Parent record for the child's parents
2. Create a Student record for the child
3. Create a custom program for the student
   
   1. The cost should equal the daily rate paid for by the subsidizing agency
   2. Invoice dates should be a few days after the end of the month (i.e. If the student is attending school in January, February and March, invoice dates should be 2/5 (for January), 3/5 (for February), and 4/5 (for March))
4. Enroll the child into the custom program

SUBSIDIZING AGENCY SETUP

1. Create a "Parent" record to act as a proxy for the agency
2. Create a "Student" record to act as a proxy for all students tied to the subsidizing agency
3. Create a $0 program
4. Enroll the proxy student into the $0 program

BILLING

At the end of the month, follow these steps to create your actual invoices

1. Run an attendance report and count up all days for which you can bill which include:
   1. Days where the student attended
   2. Days where the student was absent but the absence was excused (if eligible for subsidy billing)
2. If required, print the attendance report and have the family sign off on the report
3. Create an ad hoc invoice for the agency with the total as a line item.  Be sure to include the days covered in the line item description.
4. Click Save & Send on the agency invoice to change it to unpaid
5. Print a copy of the invoice and send it, along with the attendance report, to the subsidizing agency
6. Open the student's queued invoice and adjust the quantity to equal the number of days being billed to the subsidizing agency
7. Add a credit line item to the invoice that references the invoice number being sent to the subsidizing agency
8. If the family owes a remainder that is not covered by the subsidizing agency:
   1. Add that charge to the queued invoice
   2. Save and Send the invoice to the family so they can pay their portion
9. If the family doesn't owe anything:
   1. Just Save and Send the invoice to mark it as Paid

PROCESSING SUBSIDY PAYMENTS

After receiving payment from the subsidizing agency, simply record the payment against the open invoice.  If the payment received is less than the amount billed (the agency disputed the amount they were invoiced for), complete the following steps:

If the remainder is going to be written off:

1. Add a credit line item to the open agency invoice with the appropriate write off account category (i.e. Write Off (v))
2. Save the agency invoice so the new amount is visible
3. Record payment received against the adjusted agency invoice

If the remainder needs to be billed to the family:

1. Add a credit line item to the open agency invoice with the appropriate write off account category (i.e. Agency Underpayment (v))
2. Save the agency invoice so the new amount is visible
3. Record payment received against the adjusted agency invoice
4. Create a new ad hoc invoice for the parent for the amount they are responsible for (make sure to make a note of the dates covered and reason for charge to reduce questions from the family)
5. Save and Send the invoice to the family