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For many centers, managing and tracking subsidies is one of the most complex and cumbersome parts of their billing workflow. The subsidy section in brightwheel enables administrators to forecast subsidy payments and easily track and apply a single subsidy payment across multiple students. If the subsidy payment is less than expected, brightwheel provides simple options to recoup the remaining balance or track the discrepancy.

Table of Contents

Subsidy Dashboard

The Subsidy Dashboard is a subsection with the Billing section of brighthweel. Once you have agencies added, this will be the primary location to see a birds-eye view of each agency’s and student’s balances. These balances reflect the total amount still expected from a given agency for an individual student.

From here, you can access the agency summary pages, receive a payment, or add a new agency. At the bottom of this page, you will find the Student Ledger which will allow the administrator to view all expected and received payments for each student and agency.

Agency Summary

Agency Summary pages are accessible by clicking on the agency title from the dashboard. Here you will be able to view:

  • Total Balance Due: This is the total amount you anticipate receiving from this agency for all students.

  • Amount Received to Date: This is the actual amount of funds that this agency has paid since tracking in brightwheel.

  • Amount Expected to Date: This is the total amount that was expected to be received over time regardless of what the agency actually paid.

The Agency Summary also shows all upcoming payments and received payments.

Subsidies and Billing Plans

The subsidies feature can be used in conjunction with the student’s billing plan. By default, the parent(s) of a student does not have access to view what the school collects from the agency. The parent will only be able to view the amount that they owe on the statement. There are two ways to track parent payments and subsidy payments explained below, in these examples, Alex is charged $100/week for tuition and receives $75/week from the agency, the parent is expected to pay the remaining $25 for tuition. The billing plan was originally set up like this:

Charge Co-payment Only

If you know that you will be receiving subsidy payments from an agency for a student but do not need or want the parent to see that amount, simply create or update the student’s billing plan so that only the copay amount that the parent owes is reflected on the statement. In this example, we adjusted the charge description to reflect that this is a copay and reduced the amount by $75.

Discount Standard Rate

Alternatively, if you would like the parent to know what the standard rate of tuition is and how much you are expecting from the agency, you can discount the standard charge by the amount the agency is expected to pay. In this example, we added a $75 discount on the tuition charge. We recommend that you add a new discount description for each agency to make this easier to track and report on in the future.

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