Applying Grants to Childcare Fees

This article explains how to apply predefined grants or custom grants to child profiles.  For instructions on how to create predefined grants, please see this article:  Creating predefined grants 

Apply Grant to Childcare Fee

Grants need to be applied to each child individually, so start by selecting a child and go to their Subsidy & Grants page.

In the Grants section, click Add Grant.

Adding a Grant

On this page, you'll need to enter in an effective date, but the expiry date is optional.  If you already know when the child's grant expires, you can enter it in, but you can also enter it in at a later date.

If at this point, if you haven't yet entered in any predefined grants, you will need to enter those in on the predefined grants page, or, if you're in Alberta, you can click the button to have Timesavr automatically generate the predefined grants for you.

The easiest thing to do here is keep it on "Select a predefined grant" and select one of the grants you had predefined earlier.  If you chose not to create any predefined grants, or you want to enter a one time grant that would never be used again, you can select "Enter a custom grant".

If you're entering a custom grant, you'll need to type in a name and amount.  You can also choose whether or not this grant should be deducted from the childcare fee.  Typically, you'd want to enable the option to deduct the grant from the fee.

If you do not deduct a grant from the childcare fee, then it becomes a record for informational purposes only.  For example, if the child's fee is $1000 and your grant is $200, and you choose to NOT deduct the grant from the fee, then you can enter the fee as $800 (instead of $1000).  In other words, you'd be pre-deducting the grant from the fee, so that it does not show on the invoice, but you still will have the grant recorded on the Subsidy & Grants page so that you know there is a grant of $200.

Once you've added the grant it will be listed in the grant section with the total amount above the grants list.  You can add as many grants as you want, and each grant will have its own active status, as indicated by the colored block on the left.  

Grant Status

A grant effective in the future will be indicated by a light blue block, and the date written in red.  This is to warn you that the grant is not yet active.  A currently active grant is indicated by a green block.  An amber block indicates that the grant has an expiry date and it is expiring in the current month.  Fully expired grants are written in grey and preceded by a red block.

Expired grants do not need to be removed from the child's record but can be kept as part of the historical record.

When an invoice is generated, the invoice date will be used to determine whether or not to deduct a grant from this invoice, as per the effective and expiry dates on the grant.

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