Updated 07/10/2024

The Family Fee Schedule has been revised effective 7/1/2024. Child Care Bulletin 24-13 directs contractors to recalculate the family fee for all currently enrolled families using the 2024–25 Family Fee Schedule only to reduce family fees, increase the family’s services, or extend the period of family’s eligibility before recertification.

Instructions for the following are provided in this article:

1. Identifying Families that may need their family fee updated
2. Updating Families’ Family Fee Assessment
3. Printing a Notice of Action/Certificate of Enrollment after you re-assess the Family Fee
4. Updating the Ledger for Affected Families (only for agencies that collect fees from families using CC3 ledger)

 

1. Identifying Families that may need their family fee updated

Run the Family Fee Assigned and Billed Report to identify families that have a family fee and may need to be updated now that the new family fee table is available. We recommend that you run the report for the July 2024 service month. This list is only a result of families that currently have a family fee assignment; it does not identify which families will have a change. The user will have to add a new fee entry with the calculation date of 07/01/2024 and determine whether there is a change or not.

Access the Reports Module > In the search bar search for this report's name > Locate and click the option, Family Fee Assigned and Billed > Change the Service Month filter as needed > Click on "Search" to see result list

Additionally, to identify families and their fees whether there will be an increase, decrease, or no change, run the Family Fee Schedule Projection report, which will be added in version 2416 by 07/12/2024.

 

2. Updating Families’ Family Fee Assessment

SCENARIO A: The most current family fee entry is prior to 07/01/2024:  Add a new family fee entry with a calculation and effective date of 07/01/2024 or after

Note: If re-assessment results in a higher fee, no further action is required until the next certification, cancel the re-assessment

SCENARIO B: The most recent family fee entry is already effective 07/2024 and after, but the revised family fee is not reflected: This scenario would happen (for example) if the family came in to re-certify 06/2024 and had new income/changes in family size, so the appeal duration went into the new FF period. The steps to correct this in CC4 would be to recalculate the existing entry instead of adding a new one, making sure to adjust the calculate date as well.

Note: If re-assessment results in a higher fee, no further action is required until the next certification, cancel the re-assessment

IMPORTANT INFORMATION: The Calculation date and Effective date pull the information from the applicable family fee table based on the date.

For example, if the Calculation Date is 06/15/2024 and the Family Fee Effective Month is 07/2024, CC4 will use the 10/1/2023 Family Fee table to determine their income eligibility and the 07/01/2024 Family Fee table to determine the applicable fee.

 

3. Printing a Notice of Action/Certificate of Enrollment after you re-assess the Family Fee

After the family fee has been updated, the user must generate a Notice of Action. Remember, the effective date for this family fee change will always be 7/1/2024. The agency will determine their NOA wording.

If you are an agency that has your providers collect fees from families, you will also need to generate a Certificate of Enrollment. Again, set the effective date to 7/1/2024 and choose "Change in Family Fee" as the action.

Your agency will also have the option to batch send these NOAs/COEs from the Documents module's "Batch NOA and COE" tab. 

Upon selecting one of the two documents, a popup window will appear for you to make your usual selections. Then, you can either select "Send Electronically" to send the batch digitally to each person's CareConnect or "Print" to generate a merged PDF file to print in your PDF reader.

4. Updating the Ledger for Affected Families

This process is only for agencies that collect fees from families using CC4 ledger

If the family fee STOPPED

For the service month 7/2024, the family was billed $29.55 part-time care; but due to the updated family fee schedule, the family is no longer required a family fee, the user must "VOID" the transaction

To void the family fee charge you must:

• Select the charge for the service month you want to void
• From the Action Menu, click Void 
• Click Yes to confirm the Void

After you void and close the charge, the balance owed will adjust to reflect the newly applicable credits that were applied to the service month charge you voided. At this point, you will have to determine if a refund is necessary and take the necessary steps per your agency's procedures.

The family fee assessment was REDUCED

For the service month 7/2024, the family was billed $29.55 part-time care, but due to the updated family fee schedule, the family now has a reduced fee that the charge needs to be adjusted to. Once again, the first step will be to void the old invoice using the previous fee schedule. Once all affected families have had their July entries removed, you can then begin the re-generation process from the "Missing Families Fee Billing" tab in the Ledgers Module.

All of the families that you voided an invoice for should now be on this list when searching for the Service Month of July. Create the batch as per usual to now have an updated amount and complete the fee reassessment process.