Check a completed cycle with actuals billing
Actuals billing is the later check of a period you have already billed. It compares the original calculation with the information used for the completed period and works out any difference.
You might need this because a closure was recorded after the first bill, or because other billing information for the period changed.
Start with the original period
Section titled “Start with the original period”Open Billing Cycles and find the site and period you want to check. Confirm that provisional billing has already run for those dates.
Use that same cycle for the review. Starting a different period does not correct the earlier one.
Make the calendar and schedules accurate
Section titled “Make the calendar and schedules accurate”Check the completed period’s site calendar and the relevant enrollment schedules. Record closures with the correct reasons and dates, and complete the calendar review requested for actuals.
The word “actuals” does not mean every recorded absence becomes unpaid. Billing still follows the agreed schedule and the program’s rules for chargeable days. Read billable days and closures if you are deciding how a day should be treated.
Read the comparison before running it
Section titled “Read the comparison before running it”Open the actuals preview and review Actuals Comparisons, projected charges and projected credits. Look at the children and dates behind a difference, as well as the total.
The original bill remains the starting point. The later calculation explains the change, so you can tell a family both what was billed first and what has changed since.
There are three ordinary outcomes:
| Compared with the first bill | What to look for |
|---|---|
| The amount is unchanged | No additional amount for that comparison. |
| More is owed | An additional charge. |
| Less is owed | A credit for the reduction. |
A change in who pays can need separate attention even when the total tuition stays the same. Use the subsidy correction guide for that situation.
Example: an unpaid closure after the first bill
Section titled “Example: an unpaid closure after the first bill”Imagine a family was billed $14 for a Wednesday, then the site records an emergency closure that is unpaid under its policy.
The end-of-period review should account for that day’s reduction. If a public program and subsidy agency also covered parts of that day, their shares need to be considered too; the full tuition reduction is larger than the family’s $14.
This is an illustration of the comparison to review, not a reason to enter a flat credit without checking the child’s dates and funding.
Finish the review
Section titled “Finish the review”Once the preview is correct, select Run Actuals Billing. Check the result and the records created for the differences.
A credit does not automatically mean money has been refunded. Check whether it is available to apply to a bill or needs another agreed action. Payments, credits and refunds explains the distinction.
For home care, actuals can also change what the agency owes the home. Those differences are reconciled with a later provisional remittance. See home remittance and adjustments.
If the saved cycle or preview will not open, get help before attempting another billing run. Keep the original cycle and its records available for the person investigating.