Tool Search: Dependent Care
Dependent Care Sessions allow users to create childcare options for each scenario offered at a site, such as before- and after-school care, non-school-day care, summer care, etc. Users can add sessions that offer consistent care, flexible care, or care on non-school days.
Dependent Care Create a New Session EditorAdd a Session
Dependent Care - Consistent Schedule Session Details Editor- From the Dashboard, press New.
- Use the Session Name field to enter a name for the session. Users must enter a Session Name before saving a session. It is recommended to use a name that helps identify the session's purpose (i.e. 2026 Fall Before School Care).
- From the Schedule Type drop-list, select Consistent, Flexible, or Non-School Day. See Schedule Type Options for more information.
- Next, use the calendar icons to select the Session Start Date and Session End Date.
- Use the Exclusion Dates section to determine the dates throughout the session on which childcare will NOT be offered. Click on all desired exclusion dates for the session. Once you click a date, it appears in the Exclusion Dates list. Users must enter a Session Start and End Date before saving a session.
- To remove a date from exclusion, click on the X for the desired date or click on the calendar date to remove it from the exclusion list. The date is removed from the Exclusion Dates list.
NOTE: Students with a Consistent schedule are billed for care on selected Exclusion Dates if those days are part of their regular care. Students with Flexible Attendance schedules cannot select Excluded Dates when planning care.
- To remove a date from exclusion, click on the X for the desired date or click on the calendar date to remove it from the exclusion list. The date is removed from the Exclusion Dates list.
- In the Federal Tax ID field, enter the appropriate tax ID. Users must enter a Tax ID before saving a session.
- For Consistent Schedules only, use the Minimum number of days required to attend Session drop-list to select the minimum number of days the student must attend the session in order to register.
- Now, use the Site drop-list to select the site where the session is offered. Users must select at least one site before saving a session.
- Users may add additional sites offering care by using the Add Site button for each additional site. Use the drop-list to select each site where care is offered.
- To remove a site from the list, press Remove for the appropriate site. The site is removed from the list.
- If there is only one site assigned to the session, the site may not be removed.
- In the Max Students field, enter the maximum number of students to whom the site can offer care.
- If a limit to the number of students allowed is unnecessary, leave this field blank.
NOTE: The Max Students limit does NOT prevent users from approving more student registrations. Once the maximum number of students is reached, users receive a warning message that the site's student limit has been reached.
- If a limit to the number of students allowed is unnecessary, leave this field blank.
- To clear the site selection and the number of Max Students, press Clear.
- Once a site is cleared, users must select a new site before the session can be saved.
Schedule Type Options
| Schedule Type | Description |
|---|---|
| Consistent | A Consistent schedule locks a student into a recurring weekly schedule. The student is scheduled for the same days of care each week. NOTE: A Consistent schedule can only be changed by ending the current schedule and adding new, additional schedules. A schedule cannot otherwise be changed for an in-progress session. |
| Flexible | A Flexible schedule offers care that aligns with individual student schedules. Students are billed based on either a Flexible Schedule (individual dates for which a student registers for care) or Flexible Attendance (individual dates for which a student participates and receives care). |
| Non-School Day (NSD) | Non-School Day care offers student care on days when school is not in session. |
Session Detail Fields
| Field | Description | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Session Name Required |
Name of the session being added. It is recommended to use a name that helps identify the session's purpose (i.e. 2027 Summer Care). | ||||||||
| Schedule Type Required |
Indicates the type of care the session offers: Consistent or Non-School Day.
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| Session Start Date Required |
The date on which session care begins. | ||||||||
| Session End Date Required |
The date on which session care ends. | ||||||||
| Exclusion Dates | Indicates the dates throughout the session on which childcare is NOT offered. Click on all desired exclusion dates for the session to add them to the Exclusion Dates list.
NOTE: Users may not add Exclusion Dates until Session Start and End Dates are added. | ||||||||
| Federal Tax ID Required |
The Federal Tax ID for the site at which the session is offered. | ||||||||
| Minimum number of days required to attend Session Required - Consistent Schedules Only |
The minimum number of days the student must attend the session in order to register. | ||||||||
| Site Required |
The site where the session will be offered. Users may add additional sites offering care by using the Add Site button. | ||||||||
| Max Students | In the Max Students field, enter the maximum number of students to whom the site can offer care. Entering a value for a maximum number of students is optional. | ||||||||
| Add Site | Press Add Site to add additional sites to the session. Use the drop-list to select the site where care will be offered.
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Set Invoice Preferences
Dependent Care - Consistent Schedule Invoice Preferences- Use the Method field to determine the Billing Method for the session: Schedule or Attendance. See Billing Methods for more information on each method.
- From the Timing drop-list, select how the invoice is generated in relation to the billing window: Before or After. See Invoice Timing Options for information on each timing option.
- Use the Invoice Schedule options to determine the frequency with which to bill students for their care: Weekly or Monthly.
- Use the Schedule Day to determine the exact day of invoice generation.
- For Weekly billing, use the drop-list to select the day of the week on which to generate invoices.
- For Monthly billing, use the drop-list to select the day of the month on which to generate invoices: 1st of the Month, 15th of the Month, or Last Day of the Month.
- Use the Schedule Day to determine the exact day of invoice generation.
- The Invoice Information section allows users to enter any relevant session information to the invoice. This information displays at the bottom of all invoices.
Billing Methods
| Billing Method | Billing Method Availability for Schedule Type | Description |
|---|---|---|
| Schedule | Available for ALL schedule types (Consistent, Flexible, Non-School Day) | Registrants are billed based on their session schedule. Registrants pay for the schedule for which they are registered, whether they attend or not |
| Attendance | Available for Flexible schedules only | Registrants are billed based on their attendance. Registrants only pay for the days they attend. |
Invoice Timing Options
BE AWARE! Your billing date affects when payments arrive. The billing date may create payment delays of up to 61 days. Choose your billing cycle with this timing in mind:
- Billing before care (1st of the month) = billing next month's services
- Billing after care (31st of the month) = billing last month’s services
| Timing Option | Invoice Method Type Availability | Description |
|---|---|---|
| Before | Available for Invoice Schedule Method | Selecting Before means you are billing students for the UPCOMING billing window (week/month), or care not yet received.
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| After | Available for all Invoice Method Types (Schedule or Attendance) | Selecting After means you are billing registrants for the PRIOR billing window (week/month), or care already received.
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Invoicing Section Fields
| Field | Description | ||||||
|---|---|---|---|---|---|---|---|
| Method Required |
Determines how students are billed for care: Schedule or Attendance.
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| Timing Required |
Timing determines when registrants are billed for care.
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| Invoice Schedule Required |
The Invoice Schedule allows users to determine the frequency with which to bill students for their care: Weekly or Monthly.
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| Schedule Day Required |
The Schedule Day option allows users to determine the exact day on which to generate invoices.
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| Invoice Information | Information entered here displays on generated invoices. This allows users to relay relevant session information to those receiving care. This information displays at the bottom of all invoices. |
Save New Session Details and Invoice Preferences
- If you do not wish to create the new session, press Cancel to return to the Dependent Care Dashboard.
- To save the new session and remain on the screen, press Save.
- To save the session and continue to the Charges and Discounts screen, press Save & Next. Please see Add Charges and Discounts to a New Session to continue creating your new session.
