How to Enroll a Family on Subsidized Care

Families who are paying for care using a voucher can still join Wonderschool! If a family is paying out of pocket, they can have their payments processed through Wonderschool. If they are completely covered by subsidies, they can still be added! Use the below instructions:

Existing families using subsidies

Brand new family to your program that will use subsidies

For an existing family using subsidy payments:

1. In the Program Dashboard, head to your Student List.
2. Select the blue Invite button next to the student's name (if you need to add a student, scroll down to the "Add a student" link to so do!)
3. Confirm the student's birthday, parent contact info, and care schedule.
4. Enter the appropriate amounts for:
   • REIMBURSEMENT RATES - This is the amount approved by your local subsidy agency for the family/child's care each month. Typically, you will be reimbursed based on the child's attendance each month. You should receive paperwork from the agency showing the approved amount and approved schedule for each child in a family.
   • FAMILY FEE - This is the amount that your local subsidy agency has determined that the family must contribute each month toward care. You should receive paperwork from the agency showing this amount. This fee can be charged and paid online through the Wonderschool platform just like with private pay tuition.  
   • PROGRAM FEE - The Program Fee is any additional charge you have chosen to charge the family each month. This fee is completely separate from a parent fee assigned by your local subsidy agency and you should double check your fiscal agreement to be sure it is allowable to charge an additional fee to the family. In some states, providers are allowed to charge this type of fee to cover the difference in subsidy reimbursement rates as compared to their private pay tuition rates. In other states, it is illegal to do so and it's important you check on your specific regulations before you charge this type of fee to a parent.

5. Click Next and review invitation.

6. Edit the message to the parents (if you'd like!) and press Invite to Online Payment.

For a brand new family that will be using subsidy payments:

1. Log into your Wonderschool account.
2. Click on Program Dashboard.
3. Click on the Enrollments header at the top of the page
4. Scroll down to Students and click the blue Invite to Enroll button.
5. Click Invite a Family.
6. Click on the interested family's name to being entering in the details for the enrollment invitation.
   • If you do not see the family's name listed, follow these instructions to add their information to your dashboard

After you've selected the family to invite:

1. Choose a START DATE.
2. Select the family's SCHEDULE.
3. At the bottom, select "Is this family receiving subsidized care?"
4. Select "Yes, they will pay using subsidies" and fill in the corresponding amounts:
   • REIMBURSEMENT RATES - This is the amount approved by your local subsidy agency for the family/child's care each month. Typically, you will be reimbursed based on the child's attendance each month. You should receive paperwork from the agency showing the approved amount and approved schedule for each child in a family.
   • FAMILY FEE - This is the amount that your local subsidy agency has determined that the family must contribute each month toward care. You should receive paperwork from the agency showing this amount. This fee can be charged and paid online through the Wonderschool platform just like with private pay tuition.  
   • PROGRAM FEE - The Program Fee is any additional charge you have chosen to charge the family each month. This fee is completely separate from a parent fee assigned by your local subsidy agency and you should double check your fiscal agreement to be sure it is allowable to charge an additional fee to the family. In some states, providers are allowed to charge this type of fee to cover the difference in subsidy reimbursement rates as compared to their private pay tuition rates. In other states, it is illegal to do so and it's important you check on your specific regulations before you charge this type of fee to a parent.
5. If necessary, adjust the ENROLLMENT FEE. Click Next.
6. Under EXPIRES IN, set how long you'd like the invitation to remain open to the family.
7. You can send the pre-filled MESSAGE or customize it.
8. Click Send Invitation.

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