Calculation Error Messages

The Calculate Payment Error List lists all Attendance Month records for the Reporting Month which cannot be calculated successfully and specifies the reason(s). The message is as descriptive as possible. If there are two reasons for the inability to calculate, the Error List shows two lines and gives separate messages.

CANNOT DETERMINE SERVICE DAYS FOR MONTH/YEAR
Call Cox and Company.

DATE OF BIRTH IS ZERO
Find the child’s Person screen and key a Date of Birth.

NO CO-PAY RATE FOR VENDOR, PROGRAM, PERSON, SERVICE UNIT
This error message means that the child enrollment is marked with either a ‘C’ or ‘O’ but that there is no co-payment rate available. 

Use F20=Controls in “Key Attendance Sheet” – the screen will or should show no co-payment rates. You can key the rates on that screen. You probably also need to check the Action History (function key 15 on the ‘Members’ screen).

NO DAYS ENTERED BUT CHILD HAS AT LEAST 1 ELIGIBLE DAY
Attendance cannot always be keyed into the Attendance Month record before the vendor checks must be written. When an Attendance Month has no attendance, the calculation edit displays a message saying 'ATTENDANCE NOT KEYED'. If the vendor has not returned the Attendance Sheet for the Reporting Month, there is no data to key and the Attendance Month needs to be carried forward to the next Reporting Month (See the "Print A/S" CSR). The final Error List need not be clear -- it may show line items for Attendance Months with no attendance keyed.

An Attendance Month whose eligibility mask has changed will have attendance data keyed from a prior month but still needs to be updated for the current Reporting Month. Assuming we have some way to know whether the Attendance Month has been updated, the Error List should use this message when the record has not been updated. If we do not have a way to know if the Attendance Month has been updated in the current Reporting Month, we need to add it.

NO ELIGIBLE DAYS BUT ACTIVITY EXISTS FOR F, P, Q OR S

NO ENHANCEMENT RATES IN DAY CARE CONTROL


NO FUND ACCT# FOR FOOD FEE (SVC UNIT "D") & "SS" PROGRAM

NO FUND ACCT# RECORD FOR PROGRAM & SERVICE UNIT
Not common after initial set-up. It means that there is no record for the Program and Service Unit. Use the Fund Accounts option on menu 48 to key the account numbers.

NO PERSON RECORD
Call Cox and Company. You should rarely, if ever, get this message.

NO VENDOR RATE FOR PROGRAM, SERVICE UNIT, AGE, ATTENDANCE YR/MO
This message means that ONECase cannot find a rate in the Vendor Rates table to calculate the payment due. Use the Vendor Rates option on menu 48 to figure out why. Key the missing rates. 

This message sometimes means that the full time and the part time rates are equal. Call Cox and Company. 

REIMBURSEMENT CODE COMBINATION NOT FOUND TO DETERMINE COPAY Y/N

VENDOR RATE(S) MISSING FOR VENDOR, SITE, PROGRAM & SERVICE UNIT
This message means that ONECase cannot find a rate in the Vendor Rates table to calculate the payment due. Use the Vendor Rates option on menu 48 to figure out why. Key the missing rates. 

WARNING – CHILD WITH COPAY DID NOT ATTEND FULL MONTH
This is a warning message. Its purpose is to alert you about the possibility that the full co-payment may not be charged for the Attendance Month specified. ONECase can calculate the vendor due and will pay for the care. It will reduce the amount due for the care by as much of the total co-payment as it can but it will not cause a negative amount due.

If there are other children in the family, you can use the Change Controls function key in “Key Attendance Sheet” to move the co-payment from one child to another. Or, you can assign the co-payment to more than one child for that month. Or, you can ignore the warning. 



Service Days
The program determines the number of 'service' days for each Service Unit provided in the Attendance Month. 

Daily or Monthly Rate

The program pays the lesser of the (number or days x daily rate) or the monthly rate for the Service Unit. Service Units (F/P/Q/S) trigger monthly rate separately.

Assigning Absent and Holiday days

The program automatically determines the number of payed absence days and paid holidays.

The program counts actual Service Days for each Service Unit in Attendance Month record being processed. 

Total 'F'+'S'+'P'+'Q' Care service days.
Add 'A' Care days to count of Service Unit with highest count of actual days.
Add 'H' Care days to count of Service Unit with highest count of actual days.
Only if count of 'H' days does not exceed annual limit.
Do not add count of 'U' days or 'X' days to the count of any Service Unit.
Total of '1'+'2' Transportation service days.


Extra Days

If a Vendor provides care for a child for more days than the Service Day value defined for each month of year in the DC Control table, the "Calculate" program pays an additional fee. The days in excess of the Service Day value are called Extra Days. Extra Day payments are made only in the State Subsidy program. No co-payments are deducted.


Parent Fee

Programs may require that a fee be paid by the parent(s). The ONECase Day Care module refers to these parent fees as Co-payments.

The "Calculate" programs reduces the vendor payment by the amount of the Co-payment. It always uses the monthly or daily rate of the authorized Service Unit. For example, if a child were authorized for Part-time care (P) but received Full-time (F) care for some or even all the days in a month, the program still reduces the vendor payment by the Co-payment rate for the authorized Part-time Service Unit. This rule applies even if the authorized Service Unit is Full-time but the child receives Part-time care.