Infocare Solutions

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The Fee Update screen is used to create new fees, modify existing fees and select/amend options that affect the way fees are calculated.

Modifying Fee Structures
To modify a fee structure, select the pink modify icon on the right hand side of the fee structure, modify as required and update.

TIP: Existing Fee structures should be modified after invoicing has been completed for the last day the existing fees will be used. The fee structure can then be modified before invoicing for the first day of the new fees. 
For example: if new fees are to start Monday 13th October, invoices should be committed for Friday, 10th October and the fee structure modified before invoicing for the week of Friday 17th October.

To change fees we recommend adding a new fee structure and assigning this to a new timetable to the applicable children.

Creating a Fee Structure

To add a new fee structure, select the pink “+ Add” button at the top left-hand side of the screen. 

Description 
Enter a description for the fee structure in the description field. ie: Under 3 Fees, Over 3 Fees.

Ledger Code
If there is a specific Ledger Code required for the Service's accounting programme, enter it in the Ledger Code field.

Disregard 20 Hours ECE in calculation
To Disregard 20 Hours ECE when calculating fees, select Yes from the "Disregard 20 Hours ECE in calculation" drop-down list. Alternatively, select No.

TIP: Selecting Disregard 20 Hours ECE will not affect funding calculations in any way, 20-Hours’ ECE funding will still be calculated correctly.

GST Free
If this fee structure is GST Free select Yes from the "GST Free" drop-down list. Alternatively, select No.

Price per week
To set a maximum Price per week, enter the value in the Price per week field. 

TIP: Fees might be $10.00 per hour, however the Service might offer a maximum charge per week of $250.00. When a price per week is specified, if a child attends for 30 hours the charge will be capped at the specified weekly rate, therefore the invoice will be $250.00 and not $300.00 (30 hours x $10.00 per hour = $300.00)

Holiday Discount %
If your service offers a discount when a child is on holiday, specify the discount percentage in the Holiday Discount % field. 

Where children are marked as “Holiday” on the daily sign in sheets the invoice will include the specified discount % for those days.

How Fees are calculated in Infocare

When calculating fees, Infocare first establishes how many days the child is booked to attend/has attended during the week and uses the rates within the approporiate columns. For example, if the child has attended for 3 days during a week, the rates under the "3 Days" column will be used.

The system looks at the Rates in the fee schedule in the following order:
1. Sessional rates if they have been defined (If your Service does not offer sessional rates leave all the Sessional fields blank)

2. Per Hour rates
3. Per Period rates (1-10 rates) (If your Services does not offer per period rates, leave these fields blank)
4. Per Day rates

5. Per Week rates

. 

TIP: If your Service uses Sessional Rates, to ensure fees are charged for hours children attend outside of the session times specified, enter an hourly rate in the Per Hour field/s. 
For example, if the session time is 09:00 to 12:30, and the child attends from 08:00 to 12:30, the additional hour from 08:00 to 09:00 will be charged at the hourly rate specified.

Following is an example fee structure:

You will notice that only one hourly rate has been entered in the "1 Day column", in this case the 1 Day, Per Hour rate of $9.00 will be used regardless of how many days the child attends outside the session times because there are no other hourly rates specified.

To charge different Per Hour rates for 1 Day, 2 Days, 3 Days etc, enter different hourly rates in each "Per hour" field. For example: The additional hourly rate fees might be $9.00 per hour when attending 1 day per week and $8.50 per hour when attending 2 days per week.

For Session 1 
If the child attends during the specified From Time and To Time, Infocare will charge For Session 1. For any time attended before or after the session times, fees will be charged at the second session, hourly, part, or even daily rate. Infocare charges the greater of booked or attended hours so the child will be charged for the entire session, regardless of how much of the session was attended.

For Session 2 
If the child attends during the specified From Time and To Time, then Infocare will charge For Session 2.  For any time attended before or after the session times, fees will be charged at the second session, hourly, part, or even daily rate. Infocare charges the greater of booked or attended hours so the child will be charged for the entire session, regardless of how much of the session was attended. 

Per Hour 
If your wish to charge a Per Hour rate within a fee structure, enter the rate (i.e., $10 Per Hour) in the relevant daily column. For example, if you charge $10 per hour and the child attends 1 day a week, enter $10.00 in the 1 Day column. If you have a different rate for children who attend 2 days in the week then you would enter that rate (i.e., Using Per Hour rates you can specify a value in Max Hours). If you specify a maximum number of hours, the Per Hour rate will be used providing the child has not attended for more hours in the day. 

Using the above example, the hourly rate is used unless the child has attended for more than 3 hours, in which case the For Period 1-10 rates are used. Note that you can enter fractions of hours by entering 3.5 for 3 ½ hours etc.

For Period 1 
If you wish to offer rates for a set number of hours in a day, you can do so using For Period 1 rates. 

Children will be charged the For Period 1 rate unless the Max Hours has been exceeded, once the max hours for Period 1 are exceeded the For Period 2 rate are used and so on.  

In the above example the Max hours are set to 5, so the For Period 1 rates are used unless the child attends for more than 5 hours.  As with the Max Hours for the Per Hour rates, you can specify part of an hour.

For Period 2-10 
If your Services offers different rates for a second set number of hours in a day, you can do so using the For Period 2-10 rates. Children will be charged the For Period 2 rate if the For Period 1 Max Hours have been exceeded and until the For Period 2 Max Hours has been exceeded, in which case the For Period 3-10 or Per Day rates are used. 

In the above example, the max hours are set to 6, so the For Period 2 rates are used unless the child attends for more than 6 hours. As with the max hours for the Per Hour rates, you can specify part of an hour.

Per Day
Infocare uses the Per Day daily rates unless the child has attended more days during the week than are specified in Max Days, in which case the Price per Week rate is used. In the above example, the Per Day rate will be used for 4 days, or the Price per Week rate if the child attends 5 days.

Free per day 
Use this field to specify any hours that will not be charged 
(i.e., you may wish to offer 6 hours per day free and a maximum of 30 hours per week). 

Enter 6 in the Free per day field and 30 in the Free per week field. In this case, the child would get 6 hours free each day until the limit of 30 hours has been met. These two fields can be used independently; you do not have to set both. 

Tip: If used in conjunction with 20 Hours ECE, Free per day must not be less than 6 hours, and Free per week must not be less than 20 hours.

Free per week 
Use this field to specify any hours that will not be charged 
(i.e., you may wish to offer 6 hours per day free and a maximum of 30 hours per week. 

Enter 6 in the Free per day field and 30 in the Free per week field. In this case the child would get 6 hours free each day until the limit of 30 hours has been met. These two fields can be used independently; you do not have to set both. 

TIP: If used in conjunction with 20 Hours ECE, Free per day must not be less than 6 hours, and Free per week must not be less than 20 hours.

Age in months and Chain to 
To set up an automatic chain from a fee structure to another fee structure when children reach a certain age, enter the age in months (i.e., 36 for when the child turns 3), and then select the appropriate fee structure from the Chain To drop down list. When the child turns 3 the new fee structure will apply.

Tip: If you wish children to automatically move from the under 2 fees to the over 2 fees when they turn 3, select the over 3 fees in the Chain to drop down box, and enter 36 in the Age in months field.

Date Expired and Chain To 
To make a fee structure inactive, enter the expiry date (the date you would like Infocare to stop using this fee structure) in the Date Expired field, and select the appropriate fee structure you wish Infocare to use instead of this fee structure from the Chain To drop down list.

Update 
Once you have completed entering the information for this fee structure, click the Update button to save the information and return to the previous screen.

For further information or assistance please call

0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz

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