Subsidies: record agency awards so families pay only their copay

If a state program such as Working Connections Child Care (WCCC) pays part of a child's tuition, record the agency and the child's award. Bloomz then takes the agency's share off each tuition invoice, so the family is billed only their copay, and tracks what the agency still owes you.

Who this is for

Center directors and billing staff.

Step 1 — Add the agency

1. Open Payments from your center and select the Subsidies tab.
2. Select Add Agency. Enter the Agency name, and optionally a contact and notes.
3. Select Add Agency.

Step 2 — Record a child's award

1. Open the agency and select Create Award.
2. Pick the child, set the Period start and Period end from the award letter, and enter the Expected amount.
3. Select Create Award.

Step 3 — Follow what the agency owes

Each award card shows Expected, Received, Invoiced to agency and Owed by agency, with a status such as Pending or Partial. When the agency pays, select Record Payment on the award.

What the family sees

While an award is active, the family is billed only their copay on each tuition invoice for that child. Autopay and reminders use the copay.

FAQ

• Which charges does the subsidy cover? Tuition plan invoices and approved attendance charges. Late fees, late-pickup fees and one-off charges are not covered.
• The award ran out. Once the award's amount is used, invoices go back to the full amount. Create a new award for the next period.
• Two parents split the bill. The agency's share comes off first, and the parents split the copay.

Related

• Create tuition plans from a template and assign them to many children
• Bill by the hour or by the day from check-ins, and review draft charges
• Split a bill between two payers