SAM calculates "Care Payments" for care of children in foster care. Separate Care Payments are created monthly for each Child with an active placement.
Foster Home payments
Each Care Payments has tracking for the Organization you send invoices to and when payments are sent for Foster and/or Respite families.
In order for Care Payments to generate, you must have:
- Placement record for a Child with Placement Start Date, Placement County (Entity to Bill) and when applicable, a Location, e.g. Foster Home (Entity to Pay).
- A Location may not need to be entered in situations where the Payee is the organization using SAM, e.g. Residential Treatment Facilities, Group Homes.
- Rate History record with Start Date = the same or prior date to the Placement Start Date.
Placement End Date must be entered once the placement has ended/discharged for Care Payment Tracking for that placement to stop.
Placement Records automatically create Child Location History records. This table is a sub-record to Placements that allows tracking for intermediate changes to the child's Placement, like for Respite, hospitalization, AWOL, etc.
Changes to a Placement record's type do not modify Child Location History records after initial entry, which means Users should review the Child Location History record for accurate care payment calculations when changes to the Placement - Placement Type are made.
- Placement Type updates Child Location Timeline - Care Type (primarily foster home placements)
- Child Location Timeline - Status updates Child Location Timeline - Care Type (primarily Respite)
Respite uses Child Location Timeline records (tracked within a placement or stand-alone). When a placement has not ended, but the family requests respite, Child Location Timeline records should be created within that placement record.
Enter Location (Provider), Arrived at Location Date, Left Location Date, Status (as Respite), and Respite Payment To (Foster Family or Respite Provider).
Rate History records are entered per Child and allow a history of changes to the Rates paid for care of the Child. Rate History records can be added to a Child's record manually or with an Auto Action.
There should be no blank or overlapping dates in Rate History records. NO GAPS, NO OVERLAPS! SAM will not calculate a Care Payment with conflicting data.
Payment Type Configurations
Payment Type Configurations can be setup to auto-enter Child Rates for contractual rates by Child Age, Level of Care and/or County. When Payment Types are configured, SAM will auto enter a Rate History record when a Placement record is added. Alternatively, if no Payment Type Configurations are setup, SAM will not create a Rate History record.
There must be matching data to the configurations, entered on the Child's record, for SAM to pull the proper rate.
Examples: Age from Child's Date of Birth, Placement County, LOC (or blank Payment Configuration Type if unknown).
Types of Accounting Records
Accounting records are generated when Users clicks either Run for [Last Month] or Run for Last 3 Months link in the Care Payments Hub.
Care Payments are the monthly totals for each Payment Type (Foster Home Payment, Administration, Respite) for each Child. Care Payment records can be manually added for things like clothing allowance or other stipends, through the Child Accounting Details form.
If a child has a placement change mid-month, SAM will calculate two Care Payment records for each Foster Home's payment, and one Care Payment record for Administration.
Care Payment records are calculated from a Child's Rate History x a Child Location Timeline/Placement record for the days in care during a specified interval.
Under each Care Payment record, multiple Payment Breakdown records can be recorded to show how the Care Payment monthly total was calculated.
Example: if a Child had two Respites in a month with the same Respite Provider, then the Payment Breakdown would contain two records, with the details of the Start Date, End Date, and Payment Amount of each Respite.
Accounts Payable (AP)
AP records are monthly totals of the sum of Care Payments records per each Foster Family (Foster Home or Respite Providers). No AP record will be generated if the Placement Location is not a Foster Family or is empty.
The "Payment To" field on the Care Payment records is used to know which Foster Family record to link it up to.
Accounts Receivable (AR)
AR records are monthly totals from the sum of the Care Payments records per each Entity to Bill (Organization).
The "Bill To" field on the Care Payment records is used to know which Organization record the Care Payment record links to.
Payments Sent records are used to track payments to Foster Home Providers. There can be multiple Payments Sent records per Care Payment record, which is helpful in handling retroactive payments.
Payments Sent records are used to auto-calculate the "Payment Net Amount" field on the Care Payment record, which is the key to knowing which Payments are still outstanding.
A Payments Sent record is generated when you enter the "Payment Sent Date" on the Care Payment record.
Bill Payments Received
Bill Payments Received records are used to track payments from Counties/Entities to Bill. There can be multiple Bill Payments Received records per Care Payment record, for handling retro-active payments.
The Bill Payments Received records are used to auto-calculate the "Bill Net Amount" field on the Care Payment record, which is the key to knowing which Bills are still outstanding.
A Bill Payments Received record is auto-generated when you enter the "Bill Paid Date" on the Care Payment record.
Care Payments Hub
The Care Payments Hub (CPH) is a screen that serves several purposes.
- Contains the "Run for" link/button. You should generally use the "Run for Last 3 Months" link, because this will apply any retroactive changes, like Respite Payments submitted up to 90 days late.
- Contains your Accounting Reports. This is supplemental to your Report Menu on your Home Page.
- Contains links to setup the Accounting Configuration.
Access the Care Payments through Settings > Care Payments Hub. There is also a link to CPH on the sidebar of the Child Accounting Details form for Full Admins.
Child Accounting Details Form
The Child Accounting Details form is the main form where Rate History and Care Payments can be viewed and edited for the Child. This form is accessible via a side bar link titled "Child Accounting Details" on the Child's Cover Page.
Users must be Full Admins or must have "View Child Accounting" permissions to access the Child Accounting Forms and Reports.