To add funding to a child's plan or schedule, follow these steps:

The subsidy covers an hourly rate for sessions with specific time availability per day (e.g., 3 PM to 5 PM). Hourly subsidies apply only to time-based services (sessions) and do not extend to charges, items, or packages:

The subsidy will cover a percentage of the plan's cost. This applies to all product types, including sessions, items, packages, and charges.

For fixed amounts, you can enter the subsidy portion, the parent portion, or both on an hourly, weekly or monthly basis. Hourly and percentage options, however, are exclusively designated for the subsidy portion.

Use the "Parent Amount" option when configuring if you want to define the portion of the cost that the parent is responsible for paying, instead of specifying the subsidy amount directly.

This option is helpful in the following scenarios:

Use the "Subsidy Amount" option when configuring a subsidy plan in the billing schedule to specify the exact portion of the cost that the subsidy entity will cover.

This option is ideal in the following scenarios:

For example, if the "Parent Amount" is set to a fixed daily price of $10 for Monday and Thursday, the parent will always pay $10 for those days only. The system deducts this amount from the total daily cost, and the subsidy covers the remaining balance for Monday, Thursday, and fully cover any other attending days.

Conversely, if the "Subsidy Amount" is configured instead, the subsidy would cover a fixed amount (e.g., $10 per day), and the parent would pay the remaining balance of the total cost for those days and any additional attending days in the schedule.

Both Amount Subsidy

Use the "Both amounts" option when you want to define the exact contributions from both the parent and the subsidy for each day in the schedule. This approach ensures a clear and precise breakdown of how the total cost is shared.

When to use:

For all subsidy methods—whether hourly, percentage-based, or fixed—you can customize the specific days on which either the parent or the subsidy is responsible for payment.

Example: If a parent is paying in full on Mondays and the subsidy covers the remaining days (Tuesday through Friday), you can configure the system to apply the subsidy only to those four days while excluding Mondays.

Note: The available days for configuring subsidy methods depend on your center's operating days setup. For example, in the image below, Sunday and Saturday are grayed out, indicating that these are non-working days and therefore cannot be selected for subsidy configuration.

When the plan's main calculation method is set to Monthly, the Actual Calculation checkbox becomes available for configuring both daily and weekly fixed subsidies. This feature enables the system to calculate the subsidy based on actual attendance or usage rather than a fixed monthly amount.

Implication: If a child attends fewer days than the plan covers (e.g., the entire month of April), the subsidy is adjusted to match only those days, ensuring it aligns with the services actually consumed.

Example Scenario

Without Actual Calculation

With Actual Calculation:

Note: Only the designated party—either the parent or the subsidy—benefits from paying based on actual attendance under a monthly plan. If you set the "Parent amount" rate and select actual calculation, the parent pays only for the days attended, while the subsidy covers the remaining cost of the original monthly plan.

You can configure specific items or products to be excluded from the subsidy or assign them an exceptional subsidy calculation method. This allows for greater flexibility in handling special cases where standard subsidy rules may not apply.

For example, if certain services, such as extracurricular activities or meal plans, should not be subsidized, you can mark them as excluded. Alternatively, you can define a unique subsidy calculation method for specific items, such as a different percentage or fixed amount, which applies only to those products.

When adding a subsidy to a child's profile, you can decide whether the arranged exception should apply to that specific child by toggling on the "Applied exception rule" within the subsidy setup screen. This approach ensures the exception isn’t automatically applied to all plans but is handled on a case-by-case basis, providing greater control over subsidy applications and ensuring they align with your center's policies and agreements.

For more details and step-by-step instructions on setting up an exceptional rule for a subsidy entity, please refer to the article: Enable and Manage Funding/Subsidy.

Finally, after completing the subsidy configuration, a summary will appear on the right side of the screen. This summary lists the products and services included in the schedule, the subsidy amounts they receive (if applicable), and the total monthly or weekly charge expected from the funding entity.

Additionally, you’ll see an option labeled "Display as a description in the funding invoice." This allows you to decide whether the breakdown of products and services should be included in the invoice for the subsidy charge, providing clarity and transparency in billing.

Decide whether subsidies should be applied before or after product discounts. To configure the order of calculation, go to Options > Product Management, and then click Discounts in the top-right corner of the screen. Enable the "Apply subsidies before discounts" toggle if you want subsidies to be applied before discounts. Otherwise, leave it disabled to apply discounts before subsidies.

The same payer assigned to a child’s plan may qualify for multiple subsidies, each with specific terms.

You cannot assign multiple subsidies to the same payer under the same plan if one is based on a fixed "Parent Amount." This type of subsidy defines the parent's final payment, making it incompatible with additional subsidies—whether fixed, hourly, or percentage-based—as these would require recalculating the parent's payment, creating a conflict with the fixed "Parent Amount," which serves as the definitive charge.

Example Scenario:

In this case, the $200 fixed parent amount becomes the final payment, overriding the fixed and percentage subsidies.

Hence, to ensure accurate and conflict-free billing, consider the following key points when setting up multiple subsidy amounts:

Subsidy Types Compatibility:
Avoid using a fixed "Parent amount" or "Both amount" fixed subsidy when setting up multiple subsidies, as those overrides all other calculations.

Distinct Time Periods or Applicability:

Multiple subsidy amounts can be applied to the same period or days if necessary. However, it is recommended to assign subsidies to different periods or days for clarity and to prevent redundant calculations.

Example 1:

Example 2:

To set up multiple subsidies to the plan, enable the desired subsidies from the list and configure their calculation methods. If you see the message "Schedule date doesn't match the subsidy start date," it means the subsidy’s start date, set in the Funding Management section of the Entities Calculation Rules tab, is later than the plan’s start date, so the subsidy has not yet been activated.

Once a plan with its subsidy is configured and saved, upcoming invoices issued to the payer will include the respective subsidy amounts for the defined period. Additionally, the system will automatically record the subsidy transaction charges separately in the Funding Management section under Options on the app for improved tracking and management.

For further details and instructions on managing and tracking subsidy charges, refer to the article: Enable and Manage Funding/Subsidy.

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