If this content does not match what you see in your account, you may be using our older Subsidy experience; learn more here. This new experience will be coming to your account soon!
Once you've added a subsidy agency's contact information, added them as a payer, and set up a billing plan with charges assigned to that subsidy agency- you're ready to start logging subsidy payments as you receive them from the agency.
Subsidy payments can be logged from an individual student's billing account or the agency's profile page.
Table of Contents
Log a Payment
💡 It's important to note that payments can only be logged for posted invoices assigned to the subsidy agency. If an invoice associated with an agency billing plan has not yet been posted, you will not see the agency in the Paid By dropdown. You can assign charges/ bill plans by splitting charges across payers
From the Student's Billing Account
Log in as an administrator on the web
Click to open the Billing page from the purple sidebar menu
Jump to the Students tab
Locate and click to open the specific student
Scroll down to the Open Invoices section and locate the invoice to be paid
Click the Actions drop-down menu, and select Log a payment
In the Paid By dropdown, select the agency
In the Payment method dropdown, select how the agency paid
Input the Amount paid
Input the Date paid
Add an optional note
When ready, click Save & apply
From the Agency's Profile Page
Log in as an administrator on the web
Click to open the Billing page from the purple sidebar menu
Jump to the Subsidies tab
Locate and click the agency to open its profile
Scroll down the Invoices section and locate the invoice to be paid
Click the Actions drop-down menu, and select Log a payment
In the Paid By dropdown, select the agency
In the Payment method dropdown, select how the agency paid
Input the Amount paid
Input the Date paid
Add an optional note
When ready, click Save & apply
View Agency Payments
From the Student's Billing Account
Log in as an administrator on the web
Click to open the Billing page from the purple sidebar menu
Jump to the Students tab
Locate and click to open the specific student
Jump to the All transactions tab
Use the 'Payer type' filter to select Agency payers and view all invoices with a status of 'Paid' made by an agency.
From the Agency's Profile Page
Log in as an administrator on the web
Click to open the Billing page from the purple sidebar menu
Jump to the Subsidies tab
Locate and click the agency to open its profile
Scroll down and click to open the Payments tab to view all payments made by that agency across any student the agency is attached to
Handling Underpayments
Admins can choose how to resolve an unpaid or partially paid agency invoice by waiving the balance or billing the remaining balance to the private payers for the student.
Waive Balance
Log in as an administrator on the web
Click to open the Billing page from the purple sidebar menu
Jump to the Subsidies tab
Locate and click the agency to open its profile
Scroll down to the Invoices section
Locate the specific invoice by scrolling or using the available filters
Click the Actions drop-down menu
Select Waive balance
💡This will close the invoice with a $0 balance.Leave the Reason as 'Uncollectible' or clear out this option and start typing to create a new reason
Add any applicable Notes
Click Yes, waive
Bill Another Payer
Log in as an administrator on the web
Click to open the Billing page from the purple sidebar menu
Jump to the Subsidies tab
Locate and click the agency to open its profile
Scroll down to the Invoices section
Locate the specific invoice by scrolling or using the available filters
Click the Actions drop-down menu
Select Bill another payer
Leave the Reason as 'Uncollectible' or clear out this option and start typing to create a new reason
Add any applicable Notes
Set the new Invoice due date
Click Post new invoice
