Purpose
Record agency subsidy payments accurately and apply them to the correct family charges so parent balances, subsidy income, and reports remain reliable.
Procedure
1. Open the family ledger
Go to Family Data & Accounting, locate the family, and open the Ledger Card.
2. Add the agency payment
Select Add → Payment. Choose Agency Payment or Third Party Payment, depending on the system version. This identifies the funds as coming from the subsidy agency rather than the parent.
3. Select the agency
In the payer field, choose the applicable agency, such as CCAP, DHS, DES, or Workforce. If the agency is not listed, add it through Agency Data, then return to the ledger.
4. Enter payment details
Enter the exact amount received, payment date, check/reference number, and a useful memo, for example: January 2026 CCAP – Child: [Name].
5. Apply the payment
Apply the payment to the correct weekly or monthly tuition charges. Do not leave it unapplied unless an intentional credit balance is required.
Best-Practice Setup
Use a dedicated income account for each subsidy stream, such as Subsidy Income – CCAP or Subsidy Income – DHS. This keeps agency revenue separate from parent tuition in reports.
Common Errors to Avoid
• Posting a subsidy as a credit instead of a payment
• Applying it to the wrong billing period
• Mixing parent copays and agency funds on one line
• Forgetting to apply the payment
Final Verification
Confirm that the family ledger shows only the parent copay as the parent balance, subsidy income is reported separately, and statements do not misrepresent agency payments as parent payments.