Calculation Logic

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.

Create Record 1 Fee Detail for 'authorized' Service Unit (Care).
Identify 'authorized' Service Unit for Care in the Attendance Month.
Retrieve count of actual Service Days as modified by 'A' and 'H' days.
Set code values in the Record 1 Fee Detail record - Fund Source, etc.

Calculate Vendor Gross
If actual service days >= standard days, set Rate and Vendor Gross to Monthly Rate.
Set Service Days to standard from Controls.
Set Imposed Fees to Monthly Co-pay Rate for authorized Service Unit.
Set Vendor Due = Vendor Gross - Imposed Fees.
If (actual days x Daily Rate) >= Monthly Rate, set Vendor Gross to Monthly Rate.
Set Rate to Monthly Rate.
Set Service Days to standard from Controls.
Set Imposed Fees to Monthly Co-pay Rate for authorized Service Unit.
Set Vendor Due = Vendor Gross - Imposed Fees.
If (actual days x Daily Rate) < Monthly Rate, set Vendor Gross = (days x rate).
Set Rate to Daily Rate.
Set Service Days to actual days.
Set Imposed Fees to Daily Co-pay Rate for authorized Service Unit x actual days.
Set Vendor Due = Vendor Gross - Imposed Fees.
Subtract 'Amount Vouchered' for Service Unit (in DCTAD) from Vendor Due.
If not equal to zero, write Fee Detail record.
If difference is zero, do not write a Fee Detail record.
Identify authorized Service Unit for Care in the Attendance Month.
Compare actual Service Days to standard Service Days from DC Controls.
If actual > standard, set Vendor Gross to 'Daily' Rate times actual Extra Days.
Set Rate to 'Daily' Vendor Rate for Authorized SU.
Set Service Days = 0.
Set Imposed Fees = 0
Set Vendor Due = Vendor Gross.
Set Fee Type (DDFTYP) = 'X'.
Set other fields in Record 2 = same as Record 1.
Subtract 'X-SU Amount Vouchered' (in DCTAD) from Vendor Due.
If not equal to zero, write Fee Detail record.
If difference is zero, do not write a Fee Detail record.
If there are no 'F' service days, then Snow Day logic does not apply -- skip this step.
If authorized SU for Care = 'F', then Snow Day logic does not apply -- skip this step.
If authorized SU for Care = 'S' 'P' or 'Q', Snow Day logic applies -- continue.



Calculate 'Total Days' = authorized SU days + 'F' days.
If 'Total days' >= standard days, set Rate and Vendor Gross to Monthly Rate.
Set Service Days to standard from Controls.
Set Imposed Fees to Monthly Co-pay Rate for authorized Service Unit.
Set Vendor Due = Vendor Gross - Imposed Fees.
If 'Total days' < standard days, multiple Daily Rate times 'Total Days'.
If Fee Amount >= Monthly Rate, set Rate and Vendor Gross to Monthly Rate.
Set Service Days to standard from Controls.
Set Imposed Fees to Monthly Co-pay Rate for authorized Service Unit.
Set Vendor Due = Vendor Gross - Imposed Fees.
If Fee Amount < Monthly Rate, set Rate to Daily Rate.
Set Vendor Gross = Fee Amount.
Set Service Days to 'Total days'.
Set Imposed Fees to Daily Co-pay Rate for authorized Service Unit x 'Total Days'.
Set Vendor Due = Vendor Gross - Imposed Fees.
Subtract 'Amount Vouchered' for Service Unit (in DCTAD) from Vendor Due.
If not equal to zero, write Fee Detail record.
If difference is zero, do not write a Fee Detail record.



Set Service Days to 'F' days.
Set Rate = 'F' Daily Rate - authorized SU Rate (ie, the differential rate).
Set Vendor Gross = 'F' Service Days x differential rate.
Set Imposed Fees to '0'.
Set Vendor Due = Vendor Gross.
Set other values = same as Record 1.
Set Vendor Due = Vendor Gross.
Set Fee Type (DDFTYP) = 'W'.
Set other fields in Record 2 = same as Record 1.
Subtract 'W-SU Amount Vouchered' (in DCTAD) from Vendor Due.
If not equal to zero, write Fee Detail record.
If difference is zero, do not write a Fee Detail record.

Create Record 1 Fee Detail for other Service Units (Care)
Retrieve count of actual Service Days as modified by 'A' and 'H' days.
Set code values in the Record 1 Fee Detail record - Fund Source, etc.

Calculate Vendor Gross
Use same logic as above.
Extra Days applies only to authorized Service Unit.
Snow Day logic applies only to authorized Service Unit.

Create Record 1 and 2 Fee Details when authorized Transportation Service Units = '1'
Retrieve count of service days for Service Unit = '1'.
Set code values in the Record 1 Fee Detail record - Fund Source, etc.

Calculate Vendor Gross
If service days >= standard days, set Rate and Vendor Gross to Monthly Rate.
Set Service Days to standard from Controls.
Set Imposed Fees 0.
Set Vendor Due = Vendor Gross - Imposed Fees.
If (actual days x Daily Rate) >= Monthly Rate, set Vendor Gross to Monthly Rate.
Set Rate to Monthly Rate.
Set Service Days to standard from Controls.
Set Imposed Fees = 0.
Set Vendor Due = Vendor Gross - Imposed Fees.
If (actual days x Daily Rate) < Monthly Rate, set Vendor Gross = (days x rate).
Set Rate to Daily Rate.
Set Service Days to actual days.
Set Imposed Fees = 0.
Set Vendor Due = Vendor Gross - Imposed Fees.

Create Record 2 Fee Detail for Extra Days, if any
If actual > standard, set Extra days = Actual days - Standard days.
Set Vendor Gross = Daily '1' Rate x Extra Days.
Set Rate to 'Daily' Vendor Rate for Authorized '1' SU.
Set Service Days = 0.
Set Imposed Fees = 0
Set Vendor Due = Vendor Gross.
Set other fields in Record 2 = same as Record 1.

Create Record 1 and 2 Fee Details when authorized Transportation Service Unit = '2'
Retrieve count of service days for Service Units = '2' and '1'.
Set code values in the Record 1 Fee Detail record - Fund Source, etc.

Calculate '2' Vendor Gross
Same routine as above.
Add Record 1 if Service Unit = '2' Vendor Due > 0.

Calculate '1' Vendor Gross
Same routine as above.
Add Record 1 if Service Unit = '1' Vendor Due > 0.

Create Record 2 Fee Detail for Extra Days, if any
Calculate Total days = '1' days + '2' days.
If Total days > standard, set Extra days = Total days - Standard days.
Set Vendor Gross = Daily '2' Rate x Extra Days.
Set Rate to 'Daily' Vendor Rate for Authorized '2' SU.
Set Service Days = 0.
Set Imposed Fees = 0
Set Vendor Due = Vendor Gross.
Set other fields in Record 2 = same as Record 1.

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.

Extra Days are service days > Service Day value found in DC Controls.
Service Days are defined in the DC Control table for each month of the year.
Paid only for State Subsidy program (SS).
Does not apply Co-payment to Extra Day payments.
Applies only to the Authorized Service Unit.

For example, if a Vendor provides care to a child for 24 full-time days in a month with 22 Service Days defined in the table, the "Calculate" program pays the monthly rate for the first 22 days of service and pays for two additional days at the daily rate.

The payment for Extra Days will appear as a second, separate line on Turnaround Report and Service Invoice.

"Calculate" splits the total payment into two separate records in the Fee Detail file. The data values in the two records are identical except that:

Record Number 1 shows Service Days equal the value in DC Controls.
Record Number 2 shows Service Days equal zero.

Record Number 1 shows Monthly Rate.
Record Number 2 shows Daily Rate.

Record Number 1 may show an Imposed Fee.
Record Number 2 never shows an Imposed Fee.


"Calculate" adds the payment to the appropriate Service Unit balance in the Attendance record.

Parent Fee
The State Subsidy 'SS' and Transitional 'TRNSL' 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.

Age and Rate Group Rules
There are subtle differences between the rules for determining age of 5-year old children used by 
"Calculate Vendor Payment" and "Print Turnaround Report". 

Daily Transportation Fee
Determine # of transportation days. 
Count 1 Transportation Day for each 1/2/3/T.
Update Transportation Service Unit with 'T' code.
Pay lesser of the (#days x daily rate) or monthly rate for the Service Unit. 
Update Transport Fee Due (TFEE).

Registration Fee
If Registration Service Unit /= 'blank', pay fee.
Pull fee from DC Vendor Rates table.
Update Registration Fee Due (RFEE).

Age Rules for Calculating Payment
There are subtle differences between the rules for determining age of 5-year old children used by "Calculate Vendor Payment" and
"Print Turnaround Report". 

Rules #1 and #2 apply to both Calculate and Turnaround

Rule #1 Child becomes one year older in the month following the birthdate.
Rule applies to children of all ages, except children covered by Rule #3.
For example, Child with DOB 9/15/87 was 7 in September 1994 and became 8 in October 1994. 
Rule #2 No special treatment for Children who are 5 on/before October 15.
Rule #1 applies to Children who become 5 on/before October 15.
Applies to children in all programs.

Rule #3 applies only to Calculate

Rule #3 Children becoming 5 after Oct 15 are considered 4 until August.
The concept is that these children, who are not 5 years old as of October 15, are not old enough to go to school in
NC. Although they are actually 5 after October 15, they are still in full time Day Care.

Example -- Susan's DOB is 11/15/89.

9/94 4 1/95 4 5/95 4 9/95 5
10/94 4 2/95 4 6/95 4 10/95 5
11/94 4 3/95 4 7/95 4 11/95 5
12/94 4 4/95 4 8/95 5 12/95 6