Subsidy Agencies

Agencies live under Billing in the left sidebar, on the Subsidies tab. This is the compliance view of the same feature described in Billing a Subsidy Agency: what to keep accurate so the agency's records and yours agree.

What Each Agency Record Holds

• Name and Type: Government, Employer, Scholarship or Other.
• Contact name, email and phone, and the Contract number.
• The children assigned to it, each with a Coverage type (Fixed amount or Percentage), the amount, and the family's Case number.
• Payments you have recorded from the agency, with date and reference.

Keeping Assignments Current

1. 1When an agency changes a family's coverage, open the agency, find the child and update the amount or percentage. Future invoices use the new split; invoices already sent do not change.
2. 2When coverage ends, end the assignment so the family is billed in full from the next invoice.
3. 3When a case number changes, update it. It is what the agency uses to match your records to theirs.

Recording Agency Payments

Click Record payment on the agency, enter the amount, date and check or reference number, and the period. To apply it to specific invoices, type their invoice numbers, separated by commas; leave the field empty to use this period's invoices that include the agency. The payment goes first to the agency's share on the invoice due soonest. If part of it is left over because those shares are already paid, a message shows how much was not applied. Each invoice's payer breakdown then shows what the agency has paid and what the family still owes.

Agency billing is included on every plan.