SAM's Foster Care Accounting auto-calculates the monthly totals to bill the County/State for care of the child divided into Foster Home, Respite, and Administrative payments for each Child in care.
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.
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.
In order for accounting records to generate, you must have either:
- 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.
- A Rate History record that has a Start Date which is the same date or before the Placement Start Date.
- The Placement End Date must be entered once the Placement has ended or discharged.
Child Location Timeline record for a Child which has a Location (Provider), Arrived at Location Date, Left Location Date, Status (as Respite), and Respite Payment To (Foster Family or Respite Provider).
The Rate History records are entered per Child and allow you to keep an accurate log of the changes to Rates per Child. Rates can be setup to auto-calculate by Child Age, Difficulty/Level of Care and/or County in the Payment Type Configurations.
Click here to learn more about Payment Rates/Calculations for Rate History
SAM will auto enter a Rate History record when a Placement record is added when Payment Types are configured and there is enough information entered on the Child's record for SAM to pull the proper rate. Examples: Age from Child's Date of Birth, Placement County, DOC (or blank Payment Configuration Type if unknown).
If no Payment Type Configurations are setup, SAM will not create a Rate History record. Rate History records can be added to a Child's record manually or with an Auto Action.
There should not be any blank or overlapping Rate History records. NO GAPS, NO OVERLAPS.
Types of Accounting Records
Accounting records are generated when a user clicks the "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) and for each Provider.
Example: if a child had a Placement change mid-month, SAM will calculate two Care Payment records for each Foster Home Payment, and one Care Payment record for Administration.
Care Payment records can be manually added for things like "Clothing Allowance", through the Child Accounting Details form.
Click here to learn more about Manually Adding Care Payment Records.
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 retro-active 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.
Click here to learn more about using the Payments Sent records and the special shortcuts
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.
Click here to learn more about using the Bill Payments Received records and the special shortcuts
Table Hierarchy from the Entity to Bill side
Bill Payments Received
Table Hierarchy from the Entity to Pay (Foster Home Providers) side