Correct a subsidy after billing
A subsidy approval can arrive after the care has already been billed. It may start earlier than expected, end sooner, change the daily amount, or move responsibility from one agency to another.
The question is then: who should have paid for those dates, and what has already been billed? Total tuition may stay the same while the family’s and agencies’ shares change.
Put the approval details right first
Section titled “Put the approval details right first”Check the child’s subsidy authorization against the agency’s approval. Confirm the agency, amount, dates, weekdays and any date exceptions.
Use the actual coverage dates. Do not replace the start date with today’s date simply because that is when the change was entered.
See set up enrollment billing for the information held on the enrollment.
Review a correction in Needs Attention
Section titled “Review a correction in Needs Attention”When a subsidy correction is available in Needs Attention, open the item for the child and service date. The Billing Reconciliation page shows each payer separately.
Compare the original responsibility, any adjustments already recorded and the revised responsibility. The change shown for each payer is what needs your attention.
Read every payer’s line. Looking only at the family could miss an amount moving between agencies or an adjustment that has already been made.
A simple example
Section titled “A simple example”Suppose a family was billed $22 for an eligible day. A later subsidy approval covers $8 of that day.
The full tuition has not changed. The family should now be responsible for $8 less, and the subsidy agency for $8 more.
| Payer | Change to review |
|---|---|
| Family | $8 credit |
| Subsidy agency | $8 charge |
This is an example of how responsibility can move. The actual correction must use the saved care dates, funding approval and amounts already recorded.
Choose the appropriate action
Section titled “Choose the appropriate action”If the evidence is complete and the proposed changes are right, Execute records the correction. An increase in responsibility creates a charge; a decrease creates a credit.
Cancel dismisses a correction that should not proceed. Mark resolved manually records that it was dealt with another way and asks for a note. Use a note that explains what was done, so the next person can understand it.
Marking an item resolved manually does not itself collect money, apply a credit or refund the family.
A credit still needs a next step
Section titled “A credit still needs a next step”After executing a correction, review the records it created. A family credit may still be unapplied, and an agency charge may need to be included in billing. Follow your program’s process to finish those steps.
Do not tell a family they have been refunded just because the correction created a credit. Payments, credits and refunds explains the difference.
When the system cannot work out the correction
Section titled “When the system cannot work out the correction”Some older billing records may not contain enough detail to reconstruct the original payer shares. The review will say when it cannot make the correction automatically.
Keep the item available, gather the original bill and approval, and have the billing team resolve the difference with a clear note. The original issued records remain part of the history; the correction explains what changed.