Record a Voucher/Subsidy Payment

Recording voucher/subsidy payments follow the same process as recording regular payments. However, you must set up the agency making such payments as a contact on the participant's record. Once you set up an agency as a contact in KidKare, you can easily add that agency to other child records, when needed.

Setting Up an Agency for the First Time

  1. From the My Participants page, select the participant that receives subsidy payments. The Participant Information page opens.
    Note: This page may be called something else according to your settings. For example, if you call your participants Kids, this page is called Kid Information. See Set Display Settings for more information.
  2. In the Primary Guardian section, click Edit.
  3. Click Add Another Contact.
  4. Click New.
  5. Click Other.

    new other.PNG

  6. Click the box to the right of Other and enter the name of this Payer.
  7. Click the First Name box and type State.
  8. Click the Last Name box and enter the two-character abbreviation of the state agency. For example, if this is the State of Texas, type TX.
  9. Enter the state agency's information in the remaining boxes. Boxes marked with an asterisk are required.
  10. Click Payer.
  11. Click the % box and enter the percentage the state pays.

    add state agency.PNG

  12. Scroll up to the primary guardian and enter the percentage they pay. for example, if the state agency pays 75%, the guardian pays 25%. These values must add up to 100%.
  13. When finished, click Update. The next time you create an invoice for the child you updated, the State Agency displays as a Payer.

Setting Up Other Participants from the Same Agency

If you need to create a subsidy payment for another participant from the same agency, you can now add that agency as an existing contact to the participant record (instead of inputting the information again).

To do so:

  1. From the My Participants page, select the participant that receives subsidy payments. The Participant Information page opens.
  2. In the Primary Guardian section, click Edit.
  3. Click Add Another Contact.
  4. Click New.
  5. Click Other.
  6. Click Existing.
  7. Click the Select Existing Contact drop-down menu and select the saved state agency.

    existing agency.PNG

  8. Update the payment percentages.
  9. Click Update.